Filnation Select Admin Guide

Admin Guide

This guide walks admins through the recommended workflow for managing Filnation Select: organizations, coaches, sports, products, events, waivers, registrations, orders, commissions, and communications. Use the table of contents below to jump to any section.

Before You Start

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

Setup Requirements

  • Organization for grouping events and coach access.
  • Sport for event categorization.
  • Coach account, if a coach 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.
  • Coaches 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?

Permissions reference for the five account types. All = every event · Org = limited to the user’s assigned organization(s) · ✓ yes · ✗ no · — not applicable.

Capability Admin Shop Manager Org Staff Coach Customer
Label shown Admin Staff Staff Coach —
Access WP Admin ✓ ✓ ✗ ✗ ✗
Access Hub (control panel) ✓ ✓ ✓ ✓ ✗
Create / edit Events 1 ✓ Org Org Org ✗
Create / edit Tickets ✓ ✓ Org Org ✗
Manage Orders (refund, status, store credit) ✓ ✓ ✗ ✗ ✗
View registrants All All Org Org ✗
Check in registrants ✓ ✓ Org Org ✗
View Reports & Commissions 2 All All Org Org ✗
Charged commission 3 ✗ ✗ ✗ ✓ ✗
Card on file required 3 ✗ ✗ ✗ ✓ ✗
Charge a coach’s card ✓ ✓ ✗ ✗ ✗
Manage Users ✓ ✗ ✗ ✗ ✗
Settings (orgs, house org, invoices) ✓ ✗ ✗ ✗ ✗
Waivers, Coupons, Automations ✓ ✗ ✗ ✗ ✗
Export Center All All Org Org ✗
Send Communications ✓ ✓ Org Org ✗
  • 1 Creating an event requires an assigned organization for every non-admin — including shop managers. (Tickets allow a shop-manager bypass; events don’t.)
  • 2 The Commissions menu link is manager-only; coaches still see their own figures via Earnings and their org-scoped commission view.
  • 3 Only when the coach’s organization has “Charge commission?” switched on. The house org and any org marked exempt generate no commission — their coaches are never charged and never need a card on file.
  • Commission-exempt = admins, shop managers, and members of exempt/house organizations. They never appear in the commission list, can’t be charged, and skip the card-on-file requirement.

Coaches & Card on File

A coach is a non-admin account that runs an organization’s events. Before a coach can create or manage anything, they must add a verified card on file — this is how commission is collected.

How onboarding works

  • On first login, a coach sees a pop-up asking them to add a card on file.
  • They can close it, but every create/edit action stays blocked (and a banner shows) until a card is saved.
  • The card is verified with a temporary $1 authorization that is immediately voided — the coach is never actually charged.
  • Cards are stored securely by Stripe; only the last four digits are kept here.

Who needs a card

  • Coaches whose organization is set to charge commission.
  • Not required for admins, shop managers, or coaches in the house org / an exempt org.
  • Organization staff never add a card themselves, but they’re blocked from writing until their org’s coach has added one (unless it’s the house org).
  • You can add or replace a coach’s card for them from Manage Users › edit the coach › Payment Method.

Commissions & Organizations

Commission is decided by the event’s organization, not by who created a ticket. Configure it all in Settings › Organizations.

How attribution works

  • Each org maps to one billing coach; a ticket’s commission rolls up to its event’s org coach.
  • The All Tickets table shows the resolved coach per ticket, and the ticket edit screen warns when a ticket’s author differs from who it bills to.
  • If an org has no coach mapped, commission falls back to the ticket’s author.

Exempting an organization

  • Every org charges commission by default. Untick “Charge commission?” to exempt one.
  • The house org is always exempt — set it in the same tab. Admin-created events roll up here.
  • An exempt org’s coaches don’t appear in Commissions, can’t be charged, and don’t need a card on file.
  • Toggling exemption recomputes existing records, so anyone newly exempt drops out of the commission list right away.

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 coaches, or ticket products that are not connected properly.

  1. Create or confirm the organization. Each event should belong to an organization so coaches, rosters, orders, and dashboards can be filtered correctly.
  2. Set the house org & commission rules. In Settings › Organizations, pick the house org (always exempt) and untick “Charge commission?” for any org that shouldn’t be billed.
  3. Create or confirm the sport. Sports are managed by admins only. Coaches can select existing sports when submitting events, but they cannot add new ones.
  4. Create the coach account. In Manage Users, add the user and turn on Make coach. (Admins can’t be coaches.)
  5. Map the organization to its billing coach. In Settings › Organizations, set each charging org’s billing coach. This also controls what that coach can access.
  6. Coach adds a card on file. On first login the coach is prompted to add a card (verified with a voided $1 hold). Until then, they — and their org staff — can’t create or edit anything. Not needed for exempt/house orgs.
  7. Create waiver templates, if needed. Waivers should be created before attaching them to events.
  8. Create product categories. Product categories are admin-managed. Coaches can select existing categories when creating products.
  9. Create ticket products. Each ticket product should have a price, category, linked event, and optional ticket availability dates.
  10. Create or edit the event. Assign the organization, sport, tickets, waivers, schedule, event details, images, and section visibility.
  11. Test the buyer flow. Confirm the event page, registration prep, checkout, waiver, registrant records, and QR/check-in flow.
  12. 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 control panel. Manage Users Create, edit, and review users and coaches. Settings Organizations, commission, and invoices.

Organizations

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

Organizations & Commission Set the house org, map each org’s billing coach, and toggle commission. Organization Directory Browse organizations. Sports Directory Browse available sports.

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. Create Event Create or edit an event from the front-end form. Mobile Check-In Scan QR codes and check in attendees on event day.

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.

All Tickets View ticket products, their event, and the coach each bills to. Create Ticket Create or edit a ticket from the front-end form. Ticket Orders Review ticket purchases and manage orders.

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.

All Waivers View and edit existing waiver templates. Create Waiver Create a new waiver template. Review Waivers in Orders Open a ticket order to view its registration and signed-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. Campaign Logs Review what was sent and to whom.

Orders

Orders contain the purchase record, linked registrations, and waiver links. Open any order to refund, adjust status, or issue store credit.

Ticket Orders Review purchases, payment status, registrations, and waivers. Earnings Review event revenue and ticket sales. Reports Overall reporting across events and orders.

Coaches & Commission

Coaches run their organization’s events. Create the account, map it to an organization, and manage commission and the card on file — all from the front end.

Manage Users Create a coach (Make coach) and manage their card on file. Organizations & Commission Map the org’s billing coach, set the house org, and toggle commission. Commissions See what each coach owes and record or charge payments.

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.
  • Coach access has been tested using a coach 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 Ticket Order (Manage Order), 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.

Correcting an Order’s Currency (legacy orders only)

  1. Checkout now charges every new order in USD, so this is rarely needed — it only applies to older orders created before that change.
  2. If a legacy order shows an amount under the wrong currency, open it while it’s still On hold or Processing, use Order actions to set the currency to USD, then recalculate the totals before completing it.
  3. Confirm the order total, invoice currency, coach balance, and commission look correct afterward.

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 Coach

In Manage Users, create the account and turn on Make coach, then map it to the right organization in Settings › Organizations. The coach adds a card on file on first login (unless their org is exempt). Coach 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 Ticket Order (Manage Order), 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 coach cannot access a tool.

Event is not showing for a coach

Check that the coach 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

Checkout now charges every new order in USD, so this is rare and only affects older orders. If a legacy order shows an amount under the wrong symbol (e.g. a PHP amount appearing as USD), open it while it’s still On hold or Processing, use Order actions to set the currency to USD, and recalculate the totals before completing it — coach balances, commissions, invoices, reports, and refunds all follow the order totals.

Coach cannot edit an event

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