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Questions and help
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Common questions, quick fixes, and a list of words to know.
Frequently asked questions
Is KeepsYa part of “The Events Calendar”?
No. KeepsYa is an independent plugin from its own authors. It is not affiliated
with, endorsed by, or connected to The Events Calendar (or any payment company
like Stripe, Square, PayPal, Venmo, Zelle, Cash App, or Apple). KeepsYa can read and
work alongside an existing The Events Calendar setup, but it never changes that
plugin’s data and runs on its own. We mention those names only to tell you what
KeepsYa is compatible with.
Do I have to take credit cards?
No. Cash, Zelle, Venmo, Cash App, PayPal, and check work right out of the box.
Real-time credit cards (Stripe, Square, PayPal, Apple Pay) need the extra KeepsYa
Payments add-on, which you can add later.
Is there a guarantee on KeepsYa Pro?
Yes. KeepsYa Pro comes with a 30-day, no-questions-asked guarantee. If it is not
right for you within 30 days of buying, you get a full refund automatically: for a
monthly or yearly plan, log in and cancel the subscription; for a one-time
(Lifetime) purchase, use the refund link on your receipt. No emails required.
Can I remove the “Powered by KeepsYa” link?
The link shows on the free plan. With KeepsYa Pro you can hide it (or mark it
nofollow) under KeepsYa → Settings → General → KeepsYa branding link.
Is there a one-tap sign-in for families?
Yes. On their account page each family has a quick sign-in link they can bookmark.
Opening it signs them in automatically (no password) so they can book or make changes
fast. It works like a key, so anyone with the link can sign in as them. It is on by
default, but each family controls it from their account page: an “Enable my quick
sign-in link” checkbox turns it off (unchecking deletes the link immediately) or back
on, and a Reset link button makes a fresh one if they think the old link leaked.
Can people sign up without making an account?
Yes. Guest sign-up always works. Accounts are optional and just make it faster
the next time.
Can families still register after a multi-day camp has started?
Yes. A multi-day event keeps taking sign-ups right through its final day, so a
family can join a camp that’s already running, and the day-picker only shows the
days still ahead (past days are hidden automatically). You can turn this off per
event with “Keep registration open while the event is in progress” in the
editor. Single-day events still close when they start.
How do I let families buy just one or two days of a camp?
Set the full (all-days) price, then click Suggest day passes from full price
in the event’s Packages area (or on the wizard’s Tiers step). KeepsYa builds a
1-day … full-event price ladder you can edit; families pick a pass and choose
which days. See Add an event.
I cancelled an event but it still shows up. What now?
A cancelled event never shows a Sign Up button and won’t take registrations. To
hide it from your listings entirely, turn on Settings → General → “Hide
cancelled events from the public event listings.”
I don’t see a “Register” button on my event. Why?
Open the event, find the Registration & Payment box, and make sure
Enable registration is checked. Also make sure the event is published.
My event isn’t showing on a page.
Check three things: the event is published, its date is in the future (most
views show upcoming events), and the page has the [keepsya_events] shortcode
or your Events page link. If you filtered by a category, make sure the event is
in that category.
Someone paid by cash. How do I record it?
Go to KeepsYa → Rosters, open the event, and click Mark paid next
to their name.
Can I limit how many people join?
Yes. In the Registration & Payment box, set Overall capacity. Turn on
Enable waitlist when full so extra people can wait for an opening.
How do I run the same practice every week?
Use the Repeat options. See Repeating events.
How do I take attendance?
Open the event’s roster and use Check-in mode to scan people in. See
Manage sign-ups.
Will reminder emails send by themselves?
Yes. Set how many days ahead in Settings → Emails → Reminder lead time. KeepsYa
can also nudge families who still owe money, send you a “who still owes” summary,
and release unpaid holds on their own; turn these on in
Settings → Payment collection.
How does a family cancel?
On a cancellable event, before the deadline, they click Request
cancellation on their account page. The spot is held while you decide credit,
forfeit, or refund on KeepsYa → Cancellation Requests. You can mark an
event non-cancellable so it has no online cancel at all. See
Cancellations.
A family booked the wrong event. How do I move them?
Open KeepsYa → Rosters, open the event they’re on, and click Move /
reschedule next to their name. Pick the correct event and confirm. The price
difference reconciles automatically (cheaper becomes account credit; dearer draws
from any credit and leaves the rest owed) and the family is emailed. This works for
single-session bookings; move a camp or package booking by hand on the roster.
Can a family move a booking to a different session themselves?
Yes. Before the deadline they can Reschedule themselves (a button on their
account page, or the “manage your booking” link in their confirmation email, no
account needed). You can also move any booking any time from KeepsYa →
Rosters with Move / reschedule (above). The price difference becomes account
credit (cheaper) or a balance due (more expensive), automatically. Camps/packages
are moved by you on the roster.
See Rescheduling.
Do families need an account to sign up?
Not unless you require it. Guest checkout works by default. An account is optional
and just makes the next sign-up faster and lets a family manage their own bookings.
See Accounts, login, and guest checkout.
Can I make an account required to book?
Yes. Turn on Settings → General → Accounts → “Require an account to complete a
booking.” Then a family who is not logged in must create an account (or log in if
they already have one) to finish. It is off by default because requiring an
account can reduce sign-ups; only turn it on if you want every family to have one.
A family says they never got the account confirmation (or password reset) email.
First, have them check their spam or promotions folder. New accounts must be
confirmed by clicking the emailed link before they can log in. If email is not
arriving at all, your site likely needs an SMTP / transactional email setup;
see the Go-Live Checklist email step.
A family booked as a guest, then made an account. Will they see those bookings?
Yes, as long as they use the same email and confirm the account. Their past
bookings, store credit, and players all come together automatically.
I changed one repeated session and it changed others. How do I avoid that?
When editing a repeated session, set Apply changes to other sessions to
This session only before you save.
Can I make my own reusable set of sign-up questions?
Yes. Go to Settings, General, Build a template: name it, add a section heading if
you want, and fill in the field rows (label, type, asked once or per participant,
required). You can also Start from a built-in one to prefill and tweak. It then
appears in every event’s “Add from library” and in the Add-Event wizard. To edit one
later, save again using the same name.
What’s the difference between a template and a bundle?
A template is one section (like Emergency Contact or Uniform Sizing). A bundle
is a named set of sections you save from the Add-Event wizard, so you can apply your
whole standard intake in one click. Manage both under Settings, General, Registration
fields.
I used a wizard preset and the player name / birthday are missing.
That was a bug fixed in v0.158.1. Update KeepsYa, then reopen the event: the player and
parent basics are always included alongside whatever preset or sections you chose.
Where did all my settings go / the sign-up box disappeared?
This usually means The Events Calendar plugin got turned off or needs an
update. KeepsYa pauses its event features (so your site stays safe) until The
Events Calendar is back. Reactivate or update it, and your features return. Your
saved sign-ups are never lost.
Quick fixes
- A change isn’t showing up. Your site may be caching (saving a copy of) the
page. Try refreshing, or clear your site cache if you use a caching plugin. - A photo looks stretched or missing on event cards. Make sure the event has
a Featured image set. - Card payments aren’t working. Confirm the KeepsYa Payments add-on is
active and that your keys are entered in Settings, and that the mode is set
to Live (not Test) when you are ready for real payments. - You’re not getting “new sign-up” emails. Check Settings → Emails →
Admin notification email. Also check your spam folder.
Words to know
- The Events Calendar – the free plugin that holds your events. KeepsYa adds
sign-ups and payments to it. - KeepsYa Payments – the separate add-on that lets you take credit card
payments (Stripe, PayPal, Venmo). - Shortcode – a small piece of text in square brackets, like
[keepsya_events], that you put on a page. WordPress turns it into real content
when the page loads. - Capacity – the most people allowed to sign up.
- Waitlist – a waiting line for people who want in after the event is full.
- Package – a sign-up option with its own name and price, like “Full Week” or
“Drop-in”. - Deposit – a part of the price paid now, with the rest paid later.
- Early-bird price – a lower price you set until a date you choose; after that
date the event charges its regular price on its own. - Multi-attendee discount – a percent off each additional child on the same
booking, applied automatically at checkout (no coupon to hand out). - Walk-up link – a signed link (QR, copy or text) from the roster screen that
lets a family who shows up unregistered sign up on their own phone, even if the
event is full or has already started. - Level – the skill or division choice for a participant (you set your own
list and label in Settings, for example “Recreational”, “Competitive”, “Elite”). - Roster – the list of everyone signed up for one event.
- Store credit (stored value) – money a family has on file with you that they
can spend on future sign-ups. - Punch card – a prepaid bundle of sessions; one “punch” is used per visit.
- Referral – when a current family invites a friend and earns a reward when
that friend signs up and pays. - Check-in – marking that a person showed up, often by scanning a QR code.
- Featured image – the main photo for an event; it shows on the event card.
Still stuck?
If something is not working the way this guide describes, write down:
- What page you were on.
- What you clicked.
- What you expected, and what happened instead.
Then send that to whoever maintains your website. Those three notes make it much
faster to help you.