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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.

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:

  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.

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 1: Create Your Athletic Event

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

Examples:

  • Football Tryouts
  • Youth Soccer Camp
  • Volleyball Open Gym
  • Basketball Skills Clinic
  • Cheerleading Evaluations
  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 > Online Scheduler Settings

  • 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:

  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:

  • 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
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/Online Scheduling Settings/Share Your Scheduler / Scheduling Link section to locate your Account URL.

Account Scheduling Link

Displays all available events on the scheduler. If you have only one open event on the vendor account, we recommend that you use the Scheduling link for the account.

Event Scheduling Link

Displays the scheduler of the selected event with the ability to select other available events on this account.

  • 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.

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

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