# 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. If you haven't already created your organization's account, click [here](https://pickatime.com/home/signup)[ ](https://pickatime.com/home/signup)to create an account.
### 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. |
| ### **Booking Settings**
|
| #### **Booking Window**
|
| **Booking Opens**
| Select the date and time you would like the scheduler to open for participants.
|
| **Booking Closes**
| Select the date and time the scheduler should close and no longer accept bookings.
|
| ### **Booking Limits:**
|
| **Maximum per Event**
| Sets a total limit on the number of appointments allowed for the entire event. Set to 0 for no limits.
|
| ### **Cancellation Policy**
|
| Customer may cancel their appointment up to **XX hours/days/weeks.**
| Use this setting to prevent participants from cancelling their appointments within a specific timeframe (hours, days, or weeks) before the scheduled start time. Set this value to 0 if you wish to allow cancellations up until the last minute. Conversely, a very high value effectively disables the cancellation option for participants.
Note: Closing the scheduler only prevents new bookings; it does not stop participants from cancelling existing appointments unless this lock-out period is active.
|
| ### **Share Your Scheduler**
|
| #### **Scheduling Link**
|
| **Account Scheduling Link**
| Displays all available events on the scheduler.
If you have only one open event on the vendor account, we recommend that you use the Scheduling link for the account.
|
| **Event Scheduling Link**
| Displays the scheduler of the selected event with the ability to select other available events on this account.
|
| **Customize the event link**
| Allows you to customise the scheduling link for the selected event parameter.
|
| **Scheduling link for the category**
| Displays the scheduler with the list of event(s) of the selected category.
|
| ### **ADVANCED SETTINGS**
|
| **Online Meeting Provider**
| Select the integrated video conferencing tool (Zoom, Google, MS Teams) to be used for virtual appointments.
|
| **Student Selection**
| Require parents to select their student's name from a dropdown menu. (Note: This requires student data to be imported first.)
|
| 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 |
| 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 |
Creating the new event before deleting the old one preserves your settings — **Online Scheduler Settings**, **Notification Setup**, and **CUI Messages** — by carrying them over.
---
### **Administrator Information**
**At the beginning of each year you should plan to remove any old admins and add new admins.**
**To add an Admin**
**Note:** If you see a red message stating *"Vendor already has a contact with this email,"* do not panic. Click the blue **Go back** button and use the **Search** tool to find the existing contact by name.
##### **Assigning Specific Access**
Once the contact is created or located:
- Go to the **Vendor Access** tab.
- Locate the specific **Event** and **Teacher** this person needs to monitor.
- Click the **checkbox** next to the name to grant report access.
- **URL:** Go to [pickatime.com](https://pickatime.com/).
- **Step 1:** In the **Login** section, enter your email address and press **Login**.
- **Step 2:** On the following page, you will be prompted to create a unique password for your account.
##### **To remove an old Admin**
1. **Navigate to Contacts:** In the Admin UI, go to the **Contacts** page.
2. **Locate the Contact**: do a search for the contact by first or last name or by email.
3. **Delete the Contact**: Click on the Contact's name and click the DELETE button.
### **Contact Information**
**What happens to contact data between events**
Contact information — including login credentials — is **retained across events** and is **not deleted** when you delete an event. This means:
- Participants can log back in with their original email and password.
- Participants who've forgotten their password can use **Forgot Password** on the login page.
**If you'd prefer participants create fresh accounts each time** (e.g., for annual conferences), you can manually clear old contact data.
---
#### **How to remove all previous contact information**
1. Go to **Global Setup / Contacts**.
2. Click **Show Advanced Options**.
3. Click **Remove All Customers**.
4. Select the access level to delete from the pull-down.
##### **Access levels (from broadest to narrowest):**
| Level | Who it includes |
|---|
| Customer access | Participants |
| Appointment Viewer | Admins who only need to see event reports |
| Appointment Maker | Admins with Appointment Maker access |
| Resource Administrator | Admins with access to a select group of teachers |
| Event Administrator | Admins with access to one or more events |
Important: Deleting a given level also deletes every level below it on this list. For example, deleting Resource Administrator also deletes Appointment Maker, Appointment Viewer, and Customer access (Participants).
---
**Exceptions — what won't be deleted**
- Contacts who have **logged in within the last 2 months**
- Contacts who have **booked an appointment within the last 2 months**