# Roster Management Guide # 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). --- #### 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. --- #### Admin Access Levels
LevelPermissions
**Appointment Viewer**Can log in and view appointments only — no changes allowed
**Appointment Maker**Can make appointments from the Admin UI, but cannot change setup or add/remove slots
**Resource Administrator**Can make/cancel appointments and add/remove slots — limited to the specific resources granted in **Resource Access**
**Event Administrator**Full administrative access to one or more specific **events** — set under **Event Access**
**Administrator**Full access to the entire account
> All levels include access to reports. --- #### 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. --- #### Viewing Contact Info Search for and select a contact to populate their details on the right-hand side. Several tabs are available:
TabWhat it shows
**Contact Info**Email, first/last name, admin level, customer access rights, and any custom fields configured under **Global Setup / Contacts**
**Appointments** *(small tab, distinct from the main Appointments tab)*All appointments for this contact
**Log**Email history and a log of when appointments were booked or canceled
**Vendor Access**Resource Access and Event Access settings for administrators
**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**) --- #### 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. --- #### Adding a New Contact 1. Click **Add**. 2. Fill in the fields marked `` 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. --- #### 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. --- #### 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"). --- #### 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. --- ### 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. --- #### 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. --- #### 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. --- ### 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. --- #### 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**. --- ### Event-Specific Reports Use the **Event** drop-down to select your Roster event.
ReportWhat it shows
**Participant List**A comprehensive list of everyone registered for the selected event, including any data collected during sign-up
--- ### Managing Reports Every report supports the following options:
ActionDescription
**Format**Print, export to XML, or export to tab-delimited (Excel-compatible)
**Email Report**Send the report to yourself or others
**Save Report Settings**Saves customizations (e.g., added fields) so they persist next time you run the report
**Schedule Report Delivery**Set a date range, time of day, and frequency for automated email delivery
--- ### Account-Specific Reports Toggle to **Account Reports** mode to view data across your **entire vendor account** (all events).
ReportWhat it shows
**Settings**Your account's auto-generated scheduler URL
**Account – Invoices and Payments**Account balance, invoice history, and payment history. Click an invoice # to view it and pay by credit card.
**Problem Appointments**Appointments placed "on hold" — e.g., when a slot with an existing appointment is deleted, the appointment isn't deleted but flagged here for review
**Appointments for All Roster Events**All appointments across every Roster event
**Contacts Without Appointments**Contacts who've logged in but never booked an appointment
**List of Administrators**Admin emails and access levels. For teachers (auto-assigned Appointment Viewer access), this also shows which resources/teachers they can access. Click **Additional Fields → Last Logged In** to see last login dates.
**% Full**Percentage of booked vs. available slots, across multiple events
**Cancelled Appointments**All cancelled appointments, with cancellation date/time and who cancelled
**Appointment Counts for All Events**Total appointment counts across every event
**Resource Mapping**Shows all resources and their associated contacts/teachers — useful for verifying Team assignments in PTA scheduling
**Scheduled Report Delivery**Overview of your automated report deliveries — recipients, frequency, last sent date. Delete entries here to cancel a scheduled delivery.
**Appointments Summary by Contacts**Appointment Summary listed by contact
# Sending Custom Emails to Participants The [**Appointments List**](https://help.pickatime.com/books/additional-event-features/page/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](https://www.youtube.com/watch?v=l6fzIhUJKVM) - [Summer Camp Demo](https://youtu.be/EIAYeCa3Y9Y?si=K5b3Btt3hiX2TcQJ) --- ##### **The Backend** - [A Tour of the Admin UI](https://www.youtube.com/watch?v=3Ens9nxJW3w) - [CUI Messaging](https://youtu.be/-MrsIZRYmRU) --- ##### ** Working with Customers ** - [The Login As Feature](https://www.youtube.com/watch?v=QbDt2GMju64&t=6s) --- ##### ** Additional features ** - [Customizing emails](https://youtu.be/TFZm6CK5gT8) - [Understanding Appointment Fields](https://youtu.be/YNU1S2qDRrY) - [Understanding reports](https://www.youtube.com/watch?v=Zc-fJ_SkBTQ)