Roster Management Guide Administrator Access Updating an Existing Contact's Access Go to the Contacts tab and search for the contact. Select their name. 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 Click the green Add button. Select Admin... . Fill in the contact's information. 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 Level Permissions 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: Tab What 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 Click Add . 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 Fill out all required fields in the registration form. 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: Click My Appointments in the left-hand sidebar. Locate the appointment you'd like to change. Hover over the appointment to reveal Details , Edit , and Cancel options. On a mobile phone: Tap the menu icon (☰) in the top-left corner. Select My Appointments . 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 From the Admin UI, open your event and go to Roster Editor . Click the Add User icon (person icon with a plus sign) above the participant list. In the Select Person dialog, choose one of the following: Option A: Search for an existing contact Type the participant's name into the search bar on the left. Select the correct name from the results. Verify the details on the right, then click OK . Option B: Create a new contact Enter their First Name , Last Name , and Email Address . Click the green Add button. 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: On the Roster Editor tab, locate the Enroll Participant field. Type the name using your account's name format (e.g., "Last, First" or "First Last"). 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: Select the participant's name on the Roster Editor tab. View their Appointment Fields (filled out during registration) in the right-hand panel. Edit as needed — changes save automatically to their registration record. Canceling a Registration Locate the participant on the Roster Editor tab. 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. Report What 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: Action Description 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). Report What 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 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 The Backend A Tour of the Admin UI CUI Messaging   Working with Customers  The Login As Feature   Additional features   Customizing emails Understanding Appointment Fields Understanding reports