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:
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 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 > Online Scheduler Settings
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
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