Select Events

Filnation Select Admin Guide

Admin Guide

This guide walks admins through the recommended workflow for managing Filnation Select: organizations, vendors, sports, products, events, waivers, registrations, orders, and communications. Use the grouped links below to quickly access the tools needed for setup and daily operations.

Before You Start

Before creating events or tickets, make sure the foundational items below already exist. This prevents missing dropdown options, unlinked products, and vendor access issues later.

Setup Requirements

  • Organization for grouping events and vendor access.
  • Sport for event categorization.
  • Vendor account, if a vendor will manage the event.
  • Product category for ticket products.
  • Waiver template, if the event requires waiver signing.
  • Ticket product, if tickets will be sold for the event.

Important Rules

  • Organizations, sports, product categories, and waiver templates should be created by admins.
  • Vendors should only be assigned to organizations they manage.
  • Each event should have the correct organization and sport selected.
  • Each ticket product should be linked to the correct event.
  • If an event requires waivers, attach the waiver before sales begin.
  • Test checkout, registration, roster, waiver, and QR check-in before launch.

Who Can Do What?

Use this as a quick permissions reference when deciding whether a task should be handled by an admin or vendor.

Admin Access

  • Admins can create organizations, sports, product categories, waiver templates, events, ticket products, users, and vendor accounts.
  • Admins can access all event dashboards, rosters, registrations, orders, waivers, communications, and earnings tools.
  • Admins should manage platform-level setup and anything that affects taxonomy options or vendor permissions.

Vendor Access

  • Vendors can manage events and products connected to their assigned organization.
  • Vendors can select existing organizations, sports, categories, tickets, and waivers where allowed.
  • Vendors cannot add new organizations, sports, or product categories from the frontend.
  • Vendor access depends on the organization assigned to their user account.

Recommended Setup Workflow

Follow this order when setting up the platform, adding a new organization, or preparing a new event. This helps prevent missing event links, unassigned vendors, or ticket products that are not connected properly.

  1. Create or confirm the organization. Each event should belong to an organization so vendors, rosters, orders, and dashboards can be filtered correctly.
  2. Create or confirm the sport. Sports are managed by admins only. Vendors can select existing sports when submitting events, but they cannot add new sports.
  3. Create the vendor account. Vendor accounts should be created by an admin before the vendor is given access to event tools.
  4. Assign the vendor to the correct organization. This controls what events, registrants, order details, and check-in tools the vendor can access.
  5. Create waiver templates, if needed. Waivers should be created before attaching them to events.
  6. Create product categories. Product categories are admin-managed. Vendors can select existing categories when creating products.
  7. Create ticket products. Each ticket product should have a price, category, linked event, and optional ticket availability dates.
  8. Create or edit the event. Assign the organization, sport, tickets, waivers, schedule, event details, images, and section visibility.
  9. Test the buyer flow. Confirm the event page, registration prep, checkout, waiver, registrant records, and QR/check-in flow.
  10. Monitor registrations and follow-ups. Use Event Registrants, Ticket Orders, Manage Order, and Communications after sales begin.

Admin Home

Start here for the main admin dashboard, WordPress dashboard, and user management.

Hub Main Filnation admin hub. WordPress Admin Access the full WordPress backend. Manage Users Create, edit, and review user accounts.

Organizations

Organizations are used to group events, vendors, and access permissions. Vendors should only be assigned to the organizations they manage.

Manage Organizations Create or edit organization taxonomy terms. Organization Directory View public-facing organization pages. Manage Sports Add or edit available sport options.

Events

Events are the main public-facing pages. Each event should be assigned to an organization and sport, then connected to ticket products and waiver templates as needed.

All Events View all events, status, registrations, missing forms, and roster links. Add Event Create a new event in WP Admin. Manage Events in WordPress Edit event posts directly in WP Admin.

Ticket Products

Tickets are WooCommerce products. Each ticket product should be linked to the correct event so purchases can be tracked properly in rosters, registrations, and earnings.

Manage Products View and edit WooCommerce ticket products. Add Product / Ticket Create a new ticket product in WP Admin. Manage Product Categories Add or edit available product category options.

Waivers

Waiver templates can be attached to events and signed during checkout. Signed waiver links can be accessed from order details, rosters, and registration tools.

Manage Waivers View and edit existing waiver templates. Add Waiver Template Create a new waiver template. Review Waivers in Orders Open WooCommerce orders to view registration and waiver links.

Registrations

Registrations are submitted after checkout. Use these tools to monitor submitted forms, player details, waiver status, and check-in activity.

All Registrants View registrants across accessible events. Open Registrants from All Events Use each event row to open its filtered registrant list.

Communications

Use the Communications Center to send event updates, QR emails, waiver follow-ups, and other registrant messages.

Communications Center Create and send event-related messages. Email Registrants Use registrant tools to prepare recipient lists.

Orders

Orders contain the purchase record, linked registrations, and waiver links. Admins should use WooCommerce orders for deeper order review.

WooCommerce Orders Review purchases, payment status, registrations, and waivers. Event Earnings Review event revenue and ticket sales. WooCommerce Analytics View WooCommerce sales and store analytics.

Vendor Setup

Vendor accounts allow organizations to manage events, tickets, orders, registrations, waivers, and communications within their assigned access.

Dokan Vendors Review vendor status and Dokan vendor settings. Vendor Dashboard View the vendor-facing Dokan dashboard.

Dokan Admin

Use Dokan admin tools to monitor vendor activity, marketplace reports, and withdrawal requests.

Dokan Dashboard Open Dokan marketplace analytics and admin tools. Withdraw Requests Review and manage vendor withdrawal requests.

Admin Checklist Before Publishing an Event

Use this checklist before sharing an event publicly or allowing sales to begin.

  • Event title, blurb, description, date, and location are correct.
  • Event has the correct organization selected.
  • Event has the correct sport selected.
  • Event sections are enabled or hidden correctly.
  • Schedule, countdown, gallery, and ticket sections are set up as needed.
  • Ticket products are published and linked to the correct event.
  • Ticket prices and ticket availability dates are correct.
  • Product categories are assigned correctly.
  • Waiver templates are attached if the event requires checkout waivers.
  • The Join Now button scrolls or links to the correct ticket section.
  • Checkout flow has been tested.
  • Waiver signing has been tested.
  • Registration Prep, Player Profiles, checkout assignments, and waiver signing have been tested.
  • Roster, registration view, waiver links, and QR check-in have been tested.
  • Vendor access has been tested using a vendor account.

Email Reference

Use this table to understand which emails are automatic and which emails must be sent manually.

Type of Email Automatic? When / How It Sends Notes
WooCommerce order emails Yes Sent by WooCommerce based on order activity and enabled WooCommerce email settings. Examples include order confirmation, processing/completed order, failed order, refunded order, and admin new order notices if enabled.
Registration QR email Yes Sent after checkout creates a registrant record. QR/check-in details are tied to the registrant record. QR placeholders show a fallback if a registrant does not exist yet.
Waiver follow-up Manual Sent from Communications when an admin chooses recipients and sends a waiver-related campaign. Checkout waiver records are saved automatically, but follow-up emails are sent manually.
Event updates Manual Sent from Communications to selected registrants or buyers. Use this for schedule changes, event reminders, or event-day information.

Customer Experience Workflow

This is the buyer-facing flow from event discovery through check-in. Use this as a reference when testing an event before launch.

  1. Customer views the event page. The customer opens the event page, reviews event details, date, location, schedule, gallery, ticket section, and waiver requirements.
  2. Customer clicks Join Now. By default, the Join Now button scrolls to the ticket section unless the button link has been changed.
  3. Customer selects tickets. The customer adds one or more ticket products to the cart. Ticket products should already be linked to the correct event.
  4. Customer prepares registration. Before checkout, the customer signs in, creates any needed player profiles, and confirms they have the required player details.
  5. Customer checks out. The customer assigns player profiles to ticket items, signs any required waiver, and completes checkout through WooCommerce.
  6. Registrant records are created. After checkout, player assignments become registrant records for rosters, registration views, waiver links, and QR check-in.
  7. Email notifications can be sent. Admins can use Communications to send waiver follow-ups, event updates, and QR/check-in emails.
  8. QR code becomes available after checkout. QR/check-in links are connected to registrant records. If a QR email is sent before a registrant exists, the email shows a safe fallback message.
  9. Check-in happens at the event. Staff can check in participants by scanning QR codes or using the manual check-in button on the event roster.

How-To Guides

Use these step-by-step guides for common admin tasks during event setup, event operations, and event day.

How to Export a Roster CSV

  1. Go to All Events.
  2. Find the event you want to export.
  3. Open the event roster from the event row.
  4. Use the column selector to choose which fields should appear in the export.
  5. Use search or filters if you only want to review specific registrants first.
  6. Click Download CSV.
  7. Open the downloaded file in Excel, Google Sheets, or another spreadsheet app.

How to Print an Attendance Sheet

  1. Go to All Events.
  2. Find the event and open its roster.
  3. Select the columns you want to include in the attendance sheet.
  4. Hide duplicates if needed.
  5. Click Print Attendance.
  6. A print-friendly page will open in a new tab.
  7. Use your browser’s print option to print or save the sheet as a PDF.

How to View and Print a Waiver

  1. Open the related WooCommerce order, Dokan order detail, roster entry, or registration view.
  2. Look for the waiver link beside the registration or order details.
  3. Click View Signed Waiver.
  4. Review the waiver details in the opened page.
  5. Use the browser print option to print the waiver or save it as a PDF.

How to Correct CURCY Multi-Currency Order Totals

  1. Go to WooCommerce → Orders.
  2. Open the affected order.
  3. Before marking the order as completed or moving it to another final status, confirm the order is still in an editable status such as On hold or Processing.
  4. If a converted amount is showing under the wrong currency, use the order’s Order actions dropdown.
  5. Select the action to change/update the order currency, then choose USD.
  6. Click Recalculate on the order totals.
  7. Update/save the order.
  8. Confirm the WooCommerce order total, invoice currency, Dokan vendor balance, and commission now look correct.
  9. Only after the order totals are corrected should the order be marked Completed or moved to another final status.

How QR Check-in Works

  1. The buyer prepares player profiles before checkout.
  2. The buyer assigns players and completes checkout.
  3. The system creates registrant records after checkout.
  4. The QR/check-in link becomes available for that registrant record.
  5. Staff scans the QR code at the event.
  6. The check-in page validates the registration and marks the participant as checked in if the user has permission.

How Manual Check-in Works

  1. Go to All Events.
  2. Open the event roster.
  3. Find the registrant in the roster table.
  4. Click Mark Check-in beside the registrant.
  5. The row updates to checked in.
  6. The checked-in count updates automatically.
  7. Click the button again if you need to undo the check-in.

Common Admin Tasks

Use these quick notes for common day-to-day tasks.

Adding a New Vendor

Create the vendor user from the admin side, confirm their Dokan vendor status, then assign them to the correct organization. Vendor access depends on organization assignment.

Adding a New Event

Create the event, select the organization and sport, add event details, attach ticket products, attach waivers if needed, then test checkout, player assignments, and waiver signing.

Adding Tickets

Create tickets as WooCommerce products. Make sure each product is linked to the correct event using the Filnation ticket settings on the product form.

Reviewing Waivers

Signed waivers can be found from the WooCommerce order details, Dokan order details, registration view, and roster tools when available.

Sending QR Emails

Use Communications after registrant records exist. If a recipient does not have a QR yet, the email fallback will show a friendly “available after checkout” message.

Troubleshooting

Check these items first when something does not appear or a vendor cannot access a tool.

Event is not showing for a vendor

Check that the vendor is assigned to the correct organization and that the event is assigned to that same organization.

Ticket is not showing on the event page

Check that the product is published, linked to the correct event, and selected in the event’s ticket section.

Waiver is not showing at checkout

Check that the event has waiver enabled and that a published waiver template is selected.

Registrant is missing

Review the order in Ticket Orders and confirm the ticket requires a player profile. The current checkout flow should create registrants after payment is completed.

QR code is missing

QR codes are created after a registrant record exists. If no registrant record exists yet, the QR will not be available.

Converted amount shows under the wrong currency

If CURCY multi-currency causes a converted amount to appear under the wrong symbol, for example a PHP amount appearing as USD, correct it from the WooCommerce order while the order is still On hold or Processing. Use Order actions to change the order currency to USD, then recalculate the order totals before marking the order completed. This is important because Dokan/vendor balances, commissions, invoices, reports, and refunds follow the WooCommerce order totals.

Vendor cannot edit an event

Check whether the event belongs to the vendor’s assigned organization.