Roster Management Guide

• Administrator Access
• Contacts
• Directions for Participants
• How to Add/Register a Participant to the Roster Event
• Reports
• Sending Custom Emails to Participants
• Roster Event Videos

Administrator Access

Updating an Existing Contact's Access

1. Go to the Contacts tab and search for the contact.
2. Select their name.
3. Adjust the Admin Level pull-down to set their access.

This allows the contact to log into the Admin UI and view reports, with permissions determined by the level selected (see table below).

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Adding a New Administrator

1. Click the green Add button.
2. Select Admin....
3. Fill in the contact's information.
4. Set their Admin Level using the pull-down.

The new contact will be prompted to create a password the first time they log in.

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Admin Access Levels

All levels include access to reports.

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Granting Specific Access

Some levels require you to specify what the contact can access:

• Appointment Viewer, Appointment Maker, Resource Administrator: Set their accessible resources under Vendor Access / Resource Access.
• Event Administrator: Set their accessible event(s) under Vendor Access / Event Access.

Contacts

The Contacts tab is where your list of administrators and participants is stored. Participant contact records are created automatically the first time they log into the online scheduler.

Note: Participant names don't display automatically — you'll need to search by first or last name to find them.

To get started: From the Admin UI, select Contacts on the top navigation.

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Viewing Contact Info

Search for and select a contact to populate their details on the right-hand side. Several tabs are available:

Search options: The Search Control list allows you to search by Last Name, First Name, Email, or any custom ID fields configured under Global Setup / Contacts.

Other actions available from a selected contact:

• Delete — removes the contact
• Reset PW — resets the contact's password to your account's default password (configurable under Global Setup / Contacts)

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Setting Up Vendor Access

Important: When adding a new contact with Appointment Viewer, Appointment Maker, or Resource Administrator access, be sure to check the appropriate box under Vendor Access / Resource Access — otherwise they won't have access to any resources.

Master Access: The "Allow access to all events and all resources" option under Master Access is only available for Appointment Viewer and Appointment Maker levels. It is not available for Resource Administrator or Event Administrator levels, which require resources/events to be granted individually.

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Adding a New Contact

1. Click Add.
2. Fill in the fields marked <not entered> on the form.

Note: You can't create a new contact using an email address that's already associated with another contact on your account.

Directions for Participants

Follow the link provided by your organization to access the Online Scheduler, then follow the steps below to book your appointment.

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Step 1: Sign In

• Enter your email and click Next.
• Returning users: You'll be prompted to enter your password.
• New users: If your email isn't recognized, follow the prompts to Sign Up and create your profile.

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Step 2: Select Your Event

Once logged in, you'll see a list of available events. Click the event you'd like to join (e.g., "Fall Conferences" or "Summer Camp").

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Step 3: Register or Book Your Slot

1. Fill out all required fields in the registration form.
2. Click Register or Sign Up to finalize your booking.

You'll receive a confirmation email shortly after.

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Managing Your Schedule

View or Print Your Itinerary

Click Printable Schedule in the left-hand sidebar for a clean, printer-friendly list of all your appointments.

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Changes & Cancellations

On a computer:

1. Click My Appointments in the left-hand sidebar.
2. Locate the appointment you'd like to change.
3. Hover over the appointment to reveal Details, Edit, and Cancel options.

On a mobile phone:

1. Tap the menu icon (☰) in the top-left corner.
2. Select My Appointments.
3. Tap the three dots (⋮) next to an appointment to modify or cancel it.

How to Add/Register a Participant to the Roster Event

Manually Adding Participants

There are two ways to add someone to your roster, depending on whether you need to create a new contact or search for an existing one.

Method 1: Add User Icon

1. From the Admin UI, open your event and go to Roster Editor.
2. Click the Add User icon (person icon with a plus sign) above the participant list.
3. In the Select Person dialog, choose one of the following:

Option A: Search for an existing contact

1. Type the participant's name into the search bar on the left.
2. Select the correct name from the results.
3. Verify the details on the right, then click OK.

Option B: Create a new contact

1. Enter their First Name, Last Name, and Email Address.
2. Click the green Add button.
3. Click OK to create the contact, then OK again to confirm enrollment.

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Method 2: Quick Enrollment Field

If the participant already exists in your account database:

1. On the Roster Editor tab, locate the Enroll Participant field.
2. Type the name using your account's name format (e.g., "Last, First" or "First Last").
3. Press Enter once the matching name appears, to add them instantly.

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Managing Roster Entries

Editing Registration Details

Admins can update information a participant provided during sign-up:

1. Select the participant's name on the Roster Editor tab.
2. View their Appointment Fields (filled out during registration) in the right-hand panel.
3. Edit as needed — changes save automatically to their registration record.

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Canceling a Registration

1. Locate the participant on the Roster Editor tab.
2. Click the red X next to their name.

Note: This removes them from the roster only — their contact record remains in your general database.

Reports

When you log into pickAtime, you'll land on the Event Reports page by default. Reports fall into two categories: Event-Specific and Account-Specific.

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Event-Specific Reports

Use the Event drop-down to select your Roster event.

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Managing Reports

Every report supports the following options:

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Account-Specific Reports

Toggle to Account Reports mode to view data across your entire vendor account (all events).

Sending Custom Emails to Participants

The Appointments List is the primary tool for managing communications for a specific roster event. This page allows you to send bulk messages or target specific individuals.

1. Filter Your Recipient List

• Navigate: On the Admin UI sidebar, select Appointments List.

• Set Filters: * Check the All Appointments box.

  • Select your specific roster event from the Event dropdown menu.

• Search: Click the Search button to generate the list of registered participants.

2. Launch the Email Tool

Click the Send Email button at the top of the page. You will be prompted to choose your audience:

• Send to All: Sends the message to every participant currently visible in your filtered list.

• Send to Selected: Only sends the message to the individuals you have manually checked in the list.

3. Configure Your Message

A Send Email window will appear with the following options:

• Email Type: Toggle between a Reminder/Follow-up email or a Custom email.

• Content: You can use your pre-configured email template or override it with a unique message for this specific send.

• Template Management: To view or edit your default templates permanently, navigate to the Settings / Notification Setup page for that event.

Roster Event Videos

Getting Started with your Roster Event

• Creating a company account
• Summer Camp Demo

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The Backend

• A Tour of the Admin UI
• CUI Messaging

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 Working with Customers 

• The Login As Feature

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 Additional features 

• Customizing emails
• Understanding Appointment Fields
• Understanding reports