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: 
 
 Create your pickAtime account 
 Navigate the Admin UI 
 Create and configure an event 
 Customize your scheduler settings 
 Preview and publish your online scheduler 
 
 Terms 
 
 Account  - an account will hold your events. You may have only one event on your account, or you may have multiple events. You may also have multiple accounts with us. Each account has a unique scheduling URL that you can provide to your customers. 
 Event - an event that you create on your account. An event can span multiple dates. An event can represent one location or one type of appointment 
 Admin UI - the Administrative User Interface, this is the tool where you will set up and manage your event 
 CUI - the Customer User Interface or Online Scheduler. This is the unique link that your customer will log in to in order to book their appointments. 
 
 
 Getting Started 
 Create Your Account 
 To get started: 
 
 Visit pickAtime 
 Select Sign Up Now 
 Complete the registration form 
 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. 
 
 Account-Level Navigation 
 These sections manage settings across your entire account: 
 
 Events — Create and manage events 
 Appointments List — View scheduled appointments and registrations 
 Contacts — View participant contact information 
 Global Setup — Configure account-wide settings 
 
 Event-Level Navigation 
 After selecting an event, you will have access to event-specific settings: 
 
 Roster Editor — Manage registrations and participant rosters 
 Settings — Customize scheduler behavior, appointment fields, emails, and display options 
 
 
 Step-by-Step Setup 
 Step 1: Create Your Event 
 
 In the Admin UI, select Events 
 Click Add Event 
 Enter an event name Examples:
 
 Summer School 
 STEM Camp 
 Basketball Camp 
 Academic Enrichment 
 
 
 Configure the following:
 
 Type: Roster 
 Template Event: Roster Template 
 Time Zone: Select your local time zone 
 
 
 Optionally:
 
 Add date labels 
 Add location information 
 Create separate events for different campuses, sessions, or grade levels 
 
 
 If you need to collect participant information, configure your Appointment Fields. 
 
 Step 2: Configure Event Settings 
 
 Select your event 
 Open the Settings tab 
 Select UI Setup 
 
 Configure the following: 
 
 Start Date for registration availability 
 End Date for registration availability 
 Appointment or roster display options 
 Capacity limits and scheduling preferences 
 
 Additional settings can be reviewed by selecting the help icon next to each option. 
 
 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 . 
 
 
 Testing:  Click the link or copy and paste it into a different browser window to experience the site as a customer. 
 
 
 Customization: You can personalize this link by navigating to the  Global Setup / Business   page, checking the Set custom URL box, and entering your preferred name (e.g.,  pickatime.com/YourSchoolName ). 
 
 
 
 Your participants will use this link to register for programs and appointments. 
 
 
 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: 
 
 Add the Field: Type the name of the information you want (e.g., "Phone Number") into the Add New box and click add. 
 Activate the Field: The new field will appear in the Available Fields section. Click the < button to move it into the Included Fields column. 
 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: 
 
  Click on the upload button. 
 You will then see a pop-up File Manager window, where you can choose a File on your PC and click the Upload button. 
 Crop your image (if needed). Once you have finished cropping, click 'OK.' 
 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? 
 
 
 Phone Numbers & Custom Info: Review our guide on Collecting Information from your Participants to add custom fields like emergency contact phone numbers. 
 
 
 Detailed Instructions: Click the User Manual link on your main navigation panel and jump to the Roster Scheduling section. 
 
 
 Support Team: Email us directly at support@pickatime.com for personalized assistance.

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: 
 
 Create an athletic rostering event 
 Configure participant registration settings 
 Collect athlete information and waivers 
 Set roster capacity limits 
 Publish your online registration link 
 Manage registrations and reports 
 
 
 Key Terms 
 Account 
 Your pickAtime account contains all events, registrations, and scheduling settings. 
 Event 
 An athletic event such as: 
 
 Sports Tryouts 
 Summer Camps 
 Conditioning Programs 
 Open Gym Sessions 
 Team Evaluations 
 Athletic Clinics 
 
 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 
 
 Visit pickAtime 
 Select Sign Up Now 
 Complete the registration form 
 Log into the Admin UI 
 
 
 Step 1: Create Your Athletic Event 
 
 Select Events 
 Click Add Event 
 Enter your event name 
 
 Examples: 
 
 Football Tryouts 
 Youth Soccer Camp 
 Volleyball Open Gym 
 Basketball Skills Clinic 
 Cheerleading Evaluations 
 
 
 Configure the event:
 
 Type: Roster 
 Template Event: Roster Template 
 Time Zone: Select your local time zone 
 
 
 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 
 Recommended settings include: 
 
 Registration start and end dates 
 Maximum roster size 
 Waitlist options 
 Registration availability windows 
 Participant display settings 
 
 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: 
 
 Go to: Settings > Appointment Fields 
 Add custom fields such as:
 
 Athlete Name 
 Grade Level 
 Parent/Guardian Contact 
 Emergency Phone Number 
 T-Shirt Size 
 Medical Information 
 Liability Waiver Agreement 
 
 
 Choose the appropriate field type:
 
 Text Field 
 Dropdown 
 Radio Button 
 Checkbox 
 
 
 
 
 Step 4: Customize Notifications 
 Navigate to: 
 Settings > Notification Setup 
 Customize: 
 
 Registration confirmations 
 Reminder emails 
 Cancellation notices 
 
 You can include: 
 
 Tryout instructions 
 Arrival times 
 Equipment requirements 
 Facility directions 
 
 
 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: 
 
 Copy and share the link 
 Test the registration experience 
 Add the link to your athletic website or emails 
 
 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: 
 
 View registrations 
 Add or remove participants 
 Adjust roster limits 
 Monitor capacity in real time 
 
 Run Reports 
 The Reporting area allows you to: 
 
 Export athlete lists 
 View registration totals 
 Print rosters 
 Track attendance 
 
 
 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: 
 
 MySchoolBucks 
 PayPal 
 Authorize.net 
 First Data 
 
 Configure payment settings under: 
 Settings > Credit Card Setup 
 
 Can I create separate sign-ups for different teams or age groups? 
 Yes. 
 You can create: 
 
 Separate events 
 Separate sessions 
 Separate roster limits 
 
 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