Filnation Select Coach Guide

Coach Guide

This guide walks coaches through the recommended workflow: setting up your card on file, then managing assigned events, ticket products, registrations, waivers, orders, communications, and event-day check-in. Use the table of contents below to jump to any section.

Set Up Your Card on File

This is the first thing to do. Until you add a verified card, you can look around but you can’t create or edit events, tickets, or anything else — and a banner will remind you.

How to add it

  • On your first login a pop-up appears — click Add card on file (or use the banner button any time).
  • Enter your card. We confirm it with a temporary $1 authorization that is released immediately — you are not charged.
  • Once it’s verified, the banner disappears and all your tools unlock.
  • Your card is stored securely by Stripe; only the last four digits are shown here.

Good to know

  • The card on file is how commission on your ticket sales is collected.
  • If your organization is exempt from commission, you won’t be asked for a card.
  • Your organization staff also can’t make changes until your card is set up — so add it early.
  • Update or remove your card any time from your account’s payment settings.

How Commission Works

Commission is tied to the event’s organization, not to who created a ticket.

What you’re charged

  • When your event’s tickets sell, commission for them is billed to your card on file.
  • See your numbers under Accounting › Earnings (and your commission view).
  • Refunds and cancellations are accounted for automatically.

Ticket ownership

  • A ticket bills to your org once it’s attached to your event — even if someone else first created it.
  • The ticket editor shows who a ticket bills to and warns if it doesn’t match its creator.
  • If something looks off, check the event’s assigned organization first.

Before You Start

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

What You Need First

  • Coach 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 coach 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.

Coach Access

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

What Coaches Can Do

  • Create and edit events connected to your assigned organization.
  • Create and edit ticket products from the coach 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 coach 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 Coach 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 coach 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 Create Ticket to add 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.

Coach Home

Start here for your assigned event tools and coach dashboard.

Hub Main coach hub for Filnation tools. Earnings See your ticket sales and what commission you owe.

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

Create and manage your tickets from the front-end forms. Each ticket should be linked to the correct event.

My Tickets View and edit your ticket products. Create 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.

Ticket Orders Review orders for your events. 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.

Coach 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 coach/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 coach tasks.

How to Create a Ticket Product

  1. From the Hub, open Tickets › Create Ticket.
  2. Add the ticket name, price, description, and product category.
  3. Select the correct event for the ticket.
  4. Add ticket availability start and end dates if needed.
  5. Save or publish the product.
  6. 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 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.

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 Coach Tasks

Use these quick notes for common day-to-day coach 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 from the Create Ticket page. Make sure each ticket 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.

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.