Select Events

Filnation Select Vendor Guide

Vendor Guide

This guide walks vendors through the recommended workflow for managing assigned events, ticket products, registrations, waivers, orders, communications, and event-day check-in tools.

Before You Start

Before creating events or ticket products, make sure your admin has already set up the required options. Vendors can select existing options, but some platform-level items are admin-managed.

What You Need First

  • Vendor account created by the admin.
  • Assigned organization connected to your user account.
  • Existing sport option for the event.
  • Existing product category for the ticket product.
  • Waiver template, if the event requires one.
  • Admin support if you need a new organization, sport, category, or waiver template added.

Important Rules

  • You can only manage events connected to your assigned organization.
  • You can select existing organizations, sports, categories, tickets, and waivers where available.
  • You cannot add new organizations, sports, or product categories from the vendor side.
  • Each ticket product should be linked to the correct event.
  • Test the event page, ticket section, registration flow, and roster before launch.
  • Contact an admin if a needed option is missing.

Vendor Access

Your access is based on the organization assigned to your vendor account.

What Vendors Can Do

  • Create and edit events connected to your assigned organization.
  • Create and edit ticket products from the vendor dashboard.
  • Select existing sports, categories, tickets, and waivers.
  • View registrants, order details, waiver links, and check-in tools for accessible events.
  • Send communications to accessible registrants or buyers.
  • Use roster and check-in tools for your events.

What Requires an Admin

  • Creating your vendor account.
  • Assigning your account to an organization.
  • Adding new organizations, sports, product categories, or waiver templates.
  • Fixing organization access issues.
  • Changing platform settings, payment settings, or global WooCommerce/Dokan settings.

Recommended Vendor Workflow

Follow this order when preparing an event and its ticket products.

  1. Log in and open the Hub. Start from the Hub to access your event, registration, communication, and vendor tools.
  2. Confirm your assigned organization. Check that your organization is visible under your account. If it is missing, contact an admin.
  3. Create or edit the event. Add the event details, date, location, description, schedule, gallery, and section settings.
  4. Select the organization and sport. Choose from the options available to your account. If a sport is missing, ask an admin to add it.
  5. Create the ticket product. Use Dokan Products to create the ticket product, price, category, and ticket settings.
  6. Link the ticket product to the event. In the ticket product settings, select the event it belongs to and add ticket availability dates if needed.
  7. Attach tickets and waivers to the event. Edit the event and select the ticket products and waiver templates that should appear for that event.
  8. Review the event page. Confirm the public event page, Join Now button, ticket section, waiver behavior, and registration instructions.
  9. Monitor sales and registrations. Use Orders, All Events, All Registrants, and event registrant tools.
  10. Use roster and check-in tools on event day. Scan QR codes or manually mark check-ins from the event roster.

Vendor Home

Start here for your assigned event tools and vendor dashboard.

Hub Main vendor hub for Filnation tools. Vendor Dashboard Open Dokan vendor dashboard.

Events

Use these pages to view, add, and manage events connected to your assigned organization.

My Events View your accessible events, registrations, and roster links. Add Event Create a new event from the frontend event form. Organization Directory View organization pages.

Ticket Products

Ticket products are managed through the Dokan vendor dashboard. Each ticket should be linked to the correct event.

Products / Tickets View and manage your ticket products. Add Product / Ticket Create a new ticket product.

Registrations

Use these tools to view registrants, check-in details, and event access.

Registrants View registrants from accessible events. Open Rosters from My Events Open filtered event registrants from All Events.

Orders & Waivers

Order details show purchases, registrant records, and waiver links when available.

Dokan Orders Review orders connected to your vendor account. View Waivers from Rosters Open a roster, registration, or order to view signed waiver links.

Communications

Use the Communications Center to send event updates, QR emails, and registrant messages.

Communications Center Create and send event-related messages.

Vendor Checklist Before Launching an Event

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

  • Event title, blurb, description, date, and location are correct.
  • Event is assigned to the correct organization.
  • 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 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 and registration flow have been tested.
  • Roster, waiver links, and QR/check-in flow have been reviewed.

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 customer order emails and vendor/admin 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 recipients are selected and a waiver-related campaign is sent. 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 when testing your event.

  1. Customer views the event page. They review event details, date, location, schedule, gallery, ticket section, and waiver requirements.
  2. Customer clicks Join Now. By default, Join Now scrolls to the ticket section unless the button link has been changed.
  3. Customer selects tickets. They add one or more ticket products to the cart.
  4. Customer prepares registration. Before checkout, they sign in, create any needed player profiles, and confirm they have the required player details.
  5. Customer checks out. They assign player profiles to ticket items, sign any required waiver, and complete 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. QR code becomes available after checkout. QR/check-in links are connected to registrant records.
  8. Check-in happens at the event. Staff scan QR codes or manually check in registrants from the event roster.

How-To Guides

Use these step-by-step guides for common vendor tasks.

How to Create a Ticket Product

  1. Go to Vendor Dashboard.
  2. Open Products / Tickets.
  3. Click Add Product / Ticket.
  4. Add the product name, price, description, and product category.
  5. In the Filnation ticket settings, select the correct event.
  6. Add ticket availability start and end dates if needed.
  7. Save or publish the product.
  8. Edit the event and make sure the ticket product is selected in the ticket section.

How to Create or Edit an Event

  1. Go to Hub or My Events.
  2. Click Add Event to create a new event, or open an existing event to edit it.
  3. Fill in the event title, description, date, location, and event sections.
  4. Select your assigned organization and the correct sport.
  5. Select ticket products and waiver templates if needed.
  6. Save or publish the event.
  7. View the public event page to confirm everything looks correct.

How to Export a Roster CSV

  1. Go to My Events.
  2. Find the event and open its roster.
  3. Use the column selector to choose which fields should appear in the export.
  4. Use search or filters if needed.
  5. Click Download CSV.
  6. Open the downloaded file in Excel, Google Sheets, or another spreadsheet app.

How to Print an Attendance Sheet

  1. Go to My Events.
  2. Find the event and open its roster.
  3. Select the columns you want to include.
  4. Hide duplicates if needed.
  5. Click Print Attendance.
  6. 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 Dokan 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.

How Manual Check-in Works

  1. Go to My 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 and the checked-in count updates automatically.
  6. Click the button again if you need to undo the check-in.

Common Vendor Tasks

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

Adding a New Event

Create the event from Add Event, select your organization and sport, add the event details, then attach ticket products and waiver templates if needed.

Adding Tickets

Create tickets as Dokan 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 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.

When to Contact an Admin

Contact an admin if you need a new sport, organization, product category, waiver template, or if an event/product is not appearing where expected.

Troubleshooting

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

Event is not showing

Check that the event is assigned to your organization. If it is still missing, contact an admin.

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.

You cannot edit an event

The event may not belong to your assigned organization. Contact an admin to confirm your organization access.