Quick Start Guide to Summer Camp Roster
This Quick Start Guide applies to the setup of a variety of different Summer event scheduling, including Summer School and Camps.
Overview
Here’s a brief overview of what’s covered in this guide:
⦁ Creating an account
⦁ Navigating in the Admin tool
⦁ Creating an Event on your account
⦁ Previewing 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.
Create Your Account
The first step to getting started is to create an account with pickAtime. Visit https://pickatime.com and select the Sign Up Now button. Fill out the form on the page and you are ready to start.
Admin User Interface Navigation
The dashboard on the left-hand side allows you to navigate within the Admin UI. To adjust settings that will apply to your entire account use the following tabs:
⦁ Events - Add and delete events.
⦁ Appointments List - View all appointments
⦁ Contacts - View all contacts
⦁ Global Setup - Manage account level settings
To adjust settings that will apply to only a single event, select the Events tab and select an event:
⦁ Roster Editor - View and manage the appointment bookings and review the ⦁ Appointment⦁ ⦁ Field questions.
⦁ Settings - Modify any of the default settings for your account, customize your ⦁ E-Mail⦁ ⦁ Templates, customize your Scheduler.
STEP 1: Create Event
⦁ Go into the Admin UI by selecting Admin UI from the Report Selection page
Select the Events button on the pickAdminUI sidebar.
⦁ Click on the button to add a new event.
enter in a name for your event (for example, Tennis Camp, Summer School, Summer Camp)
set the Type to roster,
select the Template event of Roster Template
set the Time Zone.
⦁ If you have multiple locations or multiple sessions then you would want to create an event for each location or session
⦁ Optionally fill in a date(s) label and location
⦁ If you are also attempting to collect any information from your participants, create your ⦁ Appointment⦁ ⦁ Field questions.
STEP 2: Adjust Settings
⦁ On the Event Management page select the Settings tab
⦁ Select the UI Setup tab
⦁ Set the Start Date and End Date of Appointment Availability
⦁ Optionally adjust other settings on this page. To view the details on a setting, click on the ? icon to the right of each setting.
STEP 3: Preview your Scheduler
⦁ Select the Global Setup / Business page of the Admin UI
⦁ Locate your scheduler URL at the bottom of the page
⦁ Optionally customize your link and then click on the link to preview your scheduler
Frequently Asked Q uestions
Here are some of the more common FAQ’s:
Q. Can I manually add a person to my summer camp?
A. Yes, to do that go to the Roster Editor and select the icon with the person and small green + sign. From there you can manually add someone.
Q. Can I change/add the Appointment Fields that someone fills out on my summer camp?
A. Under Settings, go to the Appointment Fields tab and enter in your question in the white entry box and press Add New. You will then see this question listed in the Available Fields section. Click on the < button to move this field to the Included Fields section, Check any of the appropriate boxes for your field. To create a list of answers to your question (e.g. Yes, No) use the drop-down under the Type column and
select Choice. You will then see a question editor where you can fill in your first answer in the entry box below your question. Click on Add New to create more answers.
You have the option of a drop-down list, radio boxes, or check boxes for your responses. Use the <> options to rearrange your responses.
For additional information see here: Appointment / Contact Fields.
Q. How do I add a logo to my summer camp?
A. To add a logo to the top of each page, go to the Settings > CUI Messages page and select Other and then Account logo*. Click on the Insert/Edit Image icon and then select Insert image.
Q. I’d like to customize the emails
A. On the Settings > E-Mail Templates page you can customize the Confirmation email, Reminder email, and Cancellation email.
Q. I’d like to add a payment option
A. On the Settings > Credit Card Setup page you can set up the option to pay by credit card via Authorize.net, PayPal, First Data or MySchoolBucks.
Visit the payment options page for more information.
Q. How do I see who has signed up for an appointment?
A. When you first log into pickAtime from our home page, you will be in the Reporting area. Here you will be able to see scheduled appointments. There are a number of different reports available.
Q. A camp has filled up but I'd like to add in some more participants.
A. You can update the Maximum allowed at any time. On the Roster Editor page, update the max roster size to the number desired (defaults to 1,000)
Q. Where do I go for more help?
A. Click on the User Manual link on the main navigation page. Locate the section of the User Manual on Roster Scheduling. You can also email support@pickatime.com for more information.
More Advanced Features
Q. I'd like to collect a phone number from my participants.
See the Collecting Information from your Participants section of the User Guide.