Quick Start Guide: Summer School & Camp Scheduling

This Quick Start Guide applieswalks toyou thethrough setupsetting ofup asummer varietyscheduling ofevents differentin Summer event scheduling,pickAtime, including Summer SchoolSchool, Camps, Enrichment Programs, Athletic Programs, and Camps.other roster-based events.

Overview

Overview
Here’s a brief overview of what’s covered inIn this guide:
⦁guide, Creatingyou anwill learn how to:

Create your pickAtime account
⦁ Navigating inNavigate the Admin tool
⦁UI CreatingCreate and configure an Eventevent onCustomize your account
⦁scheduler Previewingsettings Preview and publish your online scheduler
Terms
⦁

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.

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Getting Started

Create Your Account
The

first

To stepget tostarted:

getting

started is to create an account with pickAtime. Visit https://pickatime.compickAtime andSelect select the Sign Up Now button. Fill outComplete the registration form on the page and you are ready to start.

Navigation

Log intoin your pickAtime account by enteringusing your email address and password at the

Once Loginlogged sectionin, of our home page. Youyou will then be logged into our Admin tool. On the left-hand side will be your navigation options.
 

Admin User Interface Navigation

The dashboard on the left-hand side allows you to navigate withinenter 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

Navigating the Admin UI

by

The selectingnavigation Admin UI from the Report Selection page
 Select the Events buttonmenu on the pickAdminUIleft 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 pageside 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-by-Step Setup

Step 1: Create Your Event

In the Admin UI, select Events Click Add Event Enter an event name
⦁Examples:

Summer School STEM Camp Basketball Camp Academic Enrichment Configure the following:

Type: Roster Template Event: Roster Template Time Zone: Select your local time zone Optionally:

Add date labels Add location information Create separate events for different campuses, sessions, or grade levels If you need to collect participant information, configure your Appointment Fields.

Step 2: Configure Event Settings

Select your event Open the Settings tab Select UI Setup

Configure the following:

Start Date for registration availability End Date for registration availability Appointment or roster display options Capacity limits and scheduling preferences

Additional settings can be reviewed by selecting the help icon next to each option.

Step 3: Preview Your Scheduler

Navigate to Global Setup > Business Locate your schedulerscheduling URL at the bottom of the page
⦁ Optionally customize yourthe linkURL and then click onOpen the link to preview your online scheduler

Your participants will use this link to register for programs and appointments.

Frequently Asked Q uestionsQuestions

Here are some of the more common FAQ’s:

Q.Q: Can I manually add a personstudent or camper to mya summersession?

camp?
A.

A: Yes,Yes. to do that goGo to the Roster Editor, and selectclick the Add Participant icon (represented by a person with the person and smalla 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 tabsign), and enter intheir yourinformation.

Q: How do I change or add the question infields parents fill out during registration?

A: Go to Settings / Appointment Fields. Then:

Add the whiteField: entryType the name of the information you want (e.g., "Phone Number") into the Add New box and pressclick Addadd. New.Activate Youthe Field: The new field will then see this question listedappear in the Available Fields section. Click on the < button to move thisit field tointo the Included Fields section,column. Check any of the appropriate boxes for your field. To create a drop-down list ofor answersmultiple-choice to your questionoptions (e.g., Yes,T-Shirt No)Size: useS, M, L), change the drop-downType undercolumn dropdown to Choice. Enter your options in the Typequestion columneditor box below and click Add New for each response. Use the <> arrows to change their order.

Q: How do I add our school or district logo to the scheduler?

selectA: Choice.Go to Global Setup / Business, Account Level Settings, Account Logo. Then:

 Click on the upload button. You will then see a questionpop-up editorFile Manager window, where you can fillchoose ina File on your firstPC answerand inclick the entryUpload boxbutton. belowCrop your question.image Click(if needed). Once you have finished cropping, click 'OK.' Your logo is now displayed on Addyour Newaccount.

Q: Can I customize the automated emails sent to createparents?

more

A: answers.
YouYes. haveNavigate theto optionSettings/Notification ofSetup. aFrom drop-downhere, list,you radiocan boxes,completely or check boxes forcustomize your responses.Confirmation, UseReminder, theand <>Cancellation options to rearrange your responses.
For additional information see here: Appointment / Contact Fields.
 emails.

Q.Q: How do I addcollect aregistration logofees or tuition?

A: Go to mySettings 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. pagepickAtime yousecurely canintegrates setwith up the option to pay by credit card viaMySchoolBucks, Authorize.net, PayPal, and First Data. or MySchoolBucks.
 
Visit the payment options page forFor more information.details, visit our dedicated Payment Options documentation.

Q.Q: A camp session is full, but I want to squeeze in a few more participants. How do I do that?

A: You can change capacity limits on the fly. Go to the Roster Editor page for that event and increase the Max Roster Size to your new desired limit.

Q: How do I run reports to see who has signed up for an appointment?up?

A.A: When you first log into pickAtime from our home page,pickAtime, you will beland 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 updateview thereal-time Maximumrosters allowedand atdownload anyvarious time.custom Onappointment the Roster Editor page, update the max roster size to the number desired (defaults to 1,000)reports.

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Need More Help?

Q.Phone WhereNumbers do& ICustom goInfo: forReview moreour help?
A. Clickguide 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 sectionto ofadd custom fields like emergency contact phone numbers.

Detailed Instructions: Click the User Guide.Manual link on your main navigation panel and jump to the Roster Scheduling section.

Support Team: Email us directly at support@pickatime.com for personalized assistance.