Quick Start Guides

pickAtime Quick Start Guides are step-by-step setup resources designed to help schools, districts, and organizations quickly launch and manage their scheduling events.


Quick Start Guide: Summer School & Camp Scheduling

This Quick Start Guide walks you through setting up summer scheduling events in pickAtime, including Summer School, Camps, Enrichment Programs, Athletic Programs, and other roster-based events.

Overview

In this guide, you will learn how to:

Terms

Getting Started

Create Your Account

To get started:

  1. Visit pickAtime
  2. Select Sign Up Now
  3. Complete the registration form
  4. Log in using your email address and password

Once logged in, you will enter the Admin UI.

Navigating the Admin UI

The navigation menu on the left side of the Admin UI provides access to your account settings and events.

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Account-Level Navigation

These sections manage settings across your entire account:

Event-Level Navigation

After selecting an event, you will have access to event-specific settings:

Step-by-Step Setup

Step 1: Create Your Event

  1. In the Admin UI, select Events
  2. Click Add Event
  3. Enter an event name
    Examples:
    • Summer School
    • STEM Camp
    • Basketball Camp
    • Academic Enrichment
  4. Configure the following:
    • Type: Roster
    • Template Event: Roster Template
    • Time Zone: Select your local time zone
  5. Optionally:
    • Add date labels
    • Add location information
    • Create separate events for different campuses, sessions, or grade levels
  6. If you need to collect participant information, configure your Appointment Fields.

Step 2: Configure Event Settings

  1. Select your event
  2. Open the Settings tab
  3. Select UI Setup

Configure the following:

Additional settings can be reviewed by selecting the help icon next to each option.

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Step 3: Preview Your Scheduler

Option 1: Direct Sidebar Access

Click the Online Scheduler button on the Admin UI sidebar. This will open the scheduler in a new tab.

Option 2: Using the Account/Event URL

Navigate to the Event Management/Settings/Scheduling Settings/Scheduling Link section to locate your Account URL.

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Your participants will use this link to register for programs and appointments.

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Frequently Asked Questions

Q: Can I manually add a student or camper to a session?

A: Yes. Go to the Roster Editor, click the Add Participant icon (represented by a person with a green $+$ sign), and enter their information.

Q: How do I change or add the question fields parents fill out during registration?

A: Go to Settings / Appointment Fields. Then:

  1. Add the Field: Type the name of the information you want (e.g., "Phone Number") into the Add New box and click add.
  2. Activate the Field: The new field will appear in the Available Fields section. Click the < button to move it into the Included Fields column.
  3. To create a drop-down list or multiple-choice options (e.g., T-Shirt Size: S, M, L), change the Type column dropdown to Choice. Enter your options in the question editor box below and click Add New for each response. Use the <> arrows to change their order.

Q: How do I add our school or district logo to the scheduler?

A: Go to Global Setup / Business, Account Level Settings, Account Logo. Then:

  1.  Click on the upload button.
  2. You will then see a pop-up File Manager window, where you can choose a File on your PC and click the Upload button.
  3. Crop your image (if needed). Once you have finished cropping, click 'OK.'
  4. Your logo is now displayed on your account.

Q: Can I customize the automated emails sent to parents?

A: Yes. Navigate to Settings/Notification Setup. From here, you can completely customize your Confirmation, Reminder, and Cancellation emails.

Q: How do I collect registration fees or tuition?

A: Go to Settings /Credit Card Setup. pickAtime securely integrates with MySchoolBucks, Authorize.net, PayPal, and First Data. For more details, visit our dedicated Payment Options documentation.

Q: A camp session is full, but I want to squeeze in a few more participants. How do I do that?

A: You can change capacity limits on the fly. Go to the Roster Editor page for that event and increase the Max Roster Size to your new desired limit.

Q: How do I run reports to see who has signed up?

A: When you first log into pickAtime, you will land in the Reporting area. You can view real-time rosters and download various custom appointment reports.

Need More Help?

Quick Start Guide: Athletic Event & Tryout Scheduling

Use pickAtime Rostering to organize athletic registrations, tryouts, evaluations, camps, and team sign-ups — all from one easy-to-manage online scheduler.

This guide walks you through creating and publishing an athletic event registration system for schools, districts, leagues, and sports programs.

What You’ll Learn

In this guide, you will learn how to:

Key Terms

Account

Your pickAtime account contains all events, registrations, and scheduling settings.

Event

An athletic event such as:

Roster Scheduling

A scheduling format that allows multiple participants to register for the same session or event.

Admin UI

The administrative area used to manage events, rosters, reports, and settings.

Online Scheduler (CUI)

The registration page athletes and families use to sign up online.

Getting Started

Create Your Account

  1. Visit pickAtime
  2. Select Sign Up Now
  3. Complete the registration form
  4. Log into the Admin UI

Step 1: Create Your Athletic Event

  1. Select Events
  2. Click Add Event
  3. Enter your event name

Examples:

  1. Configure the event:
    • Type: Roster
    • Template Event: Roster Template
    • Time Zone: Select your local time zone
  2. Optional setup:
    • Add location details
    • Create separate events by age group, grade, or team level
    • Add session labels or program dates

Step 2: Configure Registration Settings

Open your event and navigate to:

Settings > UI Setup

Tip: Use the help icon (?) next to any setting for additional details.

Step 3: Collect Athlete Information

To collect player details, waivers, or emergency contacts:

  1. Go to:
    Settings > Appointment Fields
  2. Add custom fields such as:
    • Athlete Name
    • Grade Level
    • Parent/Guardian Contact
    • Emergency Phone Number
    • T-Shirt Size
    • Medical Information
    • Liability Waiver Agreement
  3. Choose the appropriate field type:
    • Text Field
    • Dropdown
    • Radio Button
    • Checkbox

Step 4: Customize Notifications

Navigate to:

Settings > Notification Setup

Customize:

You can include:

Step 5: Preview & Publish Your Registration Page

Open the Scheduler

Select the Online Scheduler button from the Admin UI sidebar.

Share Your Registration Link

Locate your scheduling link under:

Settings > Scheduling Settings > Scheduling Link

You can:

Optional:
Customize your URL under:

Global Setup > Business > Set Custom URL

Example:
pickatime.com/YourAthleticsProgram

Managing Registrations

View Athlete Rosters

Use the Roster Editor to:

Run Reports

The Reporting area allows you to:

Frequently Asked Questions

Can I manually register an athlete?

Yes.

In the Roster Editor, select the Add Participant icon to manually add a registration.

Can I limit the number of participants?

Yes.

Set a Maximum Roster Size in your event settings or adjust it anytime from the Roster Editor.

Can I collect online payments?

Yes.

pickAtime supports payment integrations including:

Configure payment settings under:

Settings > Credit Card Setup

Can I create separate sign-ups for different teams or age groups?

Yes.

You can create:

for each program, age division, or team level.

Need More Help?

Additional setup resources are available in the User Manual under the Rostering section.

For support, contact:
support@pickatime.com