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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.

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

  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:

  • 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 > UI Setup

  • 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

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

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