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