# 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.

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</div># 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

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</div># 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.

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</div># Getting Started

## Create Your Account

1. Visit [pickAtime](https://pickatime.com?utm_source=chatgpt.com)
2. Select **Sign Up Now**
3. Complete the registration form
4. Log into the Admin UI

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</div># 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

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

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</div># Step 2: Configure Registration Settings

Open your event and navigate to:

**Settings &gt; 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.

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</div># Step 3: Collect Athlete Information

To collect player details, waivers, or emergency contacts:

1. Go to:  
    **Settings &gt; 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

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</div># Step 4: Customize Notifications

Navigate to:

**Settings &gt; Notification Setup**

Customize:

- Registration confirmations
- Reminder emails
- Cancellation notices

You can include:

- Tryout instructions
- Arrival times
- Equipment requirements
- Facility directions

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</div># Step 5: Preview &amp; 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 &gt; Scheduling Settings &gt; 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 &gt; Business &gt; Set Custom URL**

Example:  
pickatime.com/YourAthleticsProgram

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</div># 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

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</div># Frequently Asked Questions

## Can I manually register an athlete?

Yes.

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

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</div>## 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.

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</div>## Can I collect online payments?

Yes.

pickAtime supports payment integrations including:

- MySchoolBucks
- PayPal
- Authorize.net
- First Data

Configure payment settings under:

**Settings &gt; Credit Card Setup**

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</div>## 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.

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</div># Need More Help?

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

For support, contact:  
<support@pickatime.com>