# Roster Setup Guide # Admin UI Overview Upon logging into your **pickAtime** account, you are directed to the **Administrative User Interface (Admin UI)**. By default, the system opens to the **Event Reports** page. ### The Header & Navigation Sidebar - **User Profile:** In the top-left corner, click your name or the **arrow (<)** to edit your profile, change your password, or log out. - **Sidebar Toggle:** Click the **"X"** in the green header bar to minimize the sidebar and expand your workspace. ### Sidebar Navigation Menu Continuing down the left-hand side, you will find the following management areas: - **Reports:** View both **Event-Specific** and **Account-Specific** data. - If you manage multiple organizations, use the **Vendor** dropdown to switch accounts. - Use the **Event Reports** or **Account Reports** buttons to toggle between report categories. - **Events Preview:** Create, view, and manage your specific events (e.g., "Fall Parent-Teacher Conferences"). - **Appointments List:** Access a master list of all bookings. This area is ideal for bulk-deleting appointments or sending manual, one-off emails. - **Contacts:** Manage all users (Administrators and Parents). - View logs of booked/canceled appointments and email history for any participant. - Add new contacts, adjust administrator access levels, or reset user passwords. - **Importer:** Upload data files (such as student or teacher rosters) into the system. - **Global Setup:** Manage settings that apply to your entire account. - **Business:** Update your school’s name, address, and account-wide configurations. - **Contacts:** Create custom registration forms and prompts to collect specific information from parents when they first sign up. - **Online Scheduler:** A direct link to the **Customer User Interface (CUI) -** this is exactly what your participants see when they book appointments. - **Add New Account:** Open a window to create a separate business account under your vendor profile. - **User Manual:** Opens the comprehensive online documentation in a new window. - **Tour This Page:** Launches an interactive walkthrough with helpful tooltips to guide you through the current screen. # STEP ONE: Setup Event When you first log in to pickAtime, you'll land in the Admin tool on the **Event Reports** page. --- #### Steps to Create a New Event 1. Select **Events / Preview** from the sidebar. 2. Click the green **Add** button. 3. Enter a name for your event — e.g., `Summer Camp Registration` or `Swimming Lessons`. 4. Select the event type: **Roster**. 5. Select the **Roster Event** template, or use a previous Roster-type event as your template if you've used one before. 6. Select the appropriate **time zone** for your event location. 7. *(Optional)* Add **Date** and **Location** — labels that help parents differentiate between multiple events on the landing page. --- #### About the Date and Location Fields

Field	Details
Date	A text label, not a system-driven calendar. If your event spans multiple days, list them all here (e.g., "Oct 12–14"), or leave it blank.
Location	Useful for distinguishing events across multiple campuses or facilities.

--- #### Adding Event Details Use the **Event Details** box to add event-specific information you'd like to display on the scheduler or include in emails. Anything entered here becomes available as a macro: **`$(E_DESCRIPTION)`** You can insert this macro into your **CUI Messages** or **Notification Setup** templates to automatically pull in this text. # STEP TWO: Adjusting Event Settings Once your event is created, the **Roster Editor** tab opens automatically. Here, you can set **Max Roster Size** to define the total number of participants allowed for your event. For further customization, go to the **Settings** tab. --- ### UI Setup Controls the functional behavior of your scheduler — when it's active, and what rules participants must follow. #### Scheduler Availability

Setting	What it does
Open scheduler to customers on	Date/time the booking window begins
Close scheduler to customers on	Date/time the scheduler automatically locks for participants

#### Appointment Number Limits

Setting	What it does
Maximum Appointments per Event	Caps how many appointments a single participant can book within this event

#### Appointment Cancellations

Setting	What it does
Customer cannot cancel their appointment from	Cutoff date after which participants can no longer cancel their own registration
Cancellation Message	Optional custom message shown if a participant attempts to cancel after the deadline

#### Scheduler Settings & Links

Link	What it does
Event Scheduling Link	Direct URL for this event. Customize it with a branded suffix (e.g., `/SummerCamp`) for a shorter URL.
Category Scheduling Link	Displays a scheduler limited to events in a specific category

> **Important:** Even with a custom event link, participants can still toggle to any other **open** events on your account — unless you use the **Category** link, which restricts them to a single category. #### Miscellaneous & Advanced Settings

Setting	What it does
Student Dropdown Requirement	Requires parents to select a pre-imported student name when booking
Allow a customer to take multiple slots (under Advanced Settings)	Lets a single participant book more than one appointment at the same time

--- ### Notification Setup Manages automated email communications — toggle settings for **Confirmation**, **Cancellation**, **Custom**, and **Reminder** emails. #### Confirmation & Reminder Emails

Setting	What it does
Send Confirmation and Cancellation Emails	Activates automated confirmation/cancellation alerts
Send Follow-up Emails	Activates follow-up emails, sent on date(s) you specify

#### Email Customization

Field	What it controls
Reply-To Email Address	Where participant replies are sent. If blank, replies get a generic automated response.
Subject Lines	Customize the standard subject, or the Subject for combined email (used when an appointment is canceled and immediately rescheduled)
Header / Body / Footer	Edit the email's text sections
Replace the Email Body with the Printable Schedule of Appointments	Replaces the email body with a table of the participant's appointments

--- ### CUI Messages Customize the exact labels and text participants see on the Customer User Interface (CUI). #### Modifying Display Text - **Labels:** Select a label on the left (e.g., **Sign In Page / Welcome Message**) to edit the corresponding text on the right. - **HTML content:** Click the **HTML icon (`<>`)** in the toolbar to view/edit raw HTML for a message. # STEP THREE: Turn it on and try it out Once your event is configured, use this step to finalize your timeline and test the registration flow from a parent's perspective. --- #### 1. Activate the Online Scheduler To make the scheduler live for participants, define the active booking window: 1. From Events / Preview, select your event and click **Go To Event**. 2. Select **Settings / UI Setup**. 3. Set **"Open scheduler to customers on"** and **"Close scheduler to customers on."** > **Note:** Any dates you want available for booking or registration must fall **within** this specified start/end range. --- #### 2. Test the Customer Experience It's highly recommended to test the system before going live, to confirm the registration flow and messages appear exactly as intended. **Option 1: Direct sidebar access** Click **Online Scheduler** on the Admin UI sidebar — this opens the scheduler in a new tab. **Option 2: Use your Account URL** 1. Go to Global Setup / Business and locate your **Account URL**. 2. Click the link, or copy it into another browser window to experience the site as a customer would. > **Customize this URL:** Check **"Set Custom URL"** and enter your preferred name (e.g., `pickatime.com/YourSchoolName`). The new URL will be live in approximately **5 minutes**.