Everything from look to book to check-in
KeepsYa™ is the whole path a family takes, find your program, sign up the kids, pay, show up, and come back, in one WordPress plugin you own. It now even writes your posts, designs your flyers, and answers your parents, with AI built in. Here is every feature, grouped the way your families actually move through it.
STEP 1
Look
A site families actually find and trust
STEP 2
Book
Sign up kids in a couple of taps
STEP 3
Pay
Online or cash, your way
STEP 4
Check in
A QR boarding pass on the day
STEP 5
Run the day
Rosters, attendance, follow-up
STEP 6
Grow
Referrals, credit, repeat families
STEP 7
Market it
AI writes your posts, flyers and replies
Step 1 · Look
A site families find, and believe
Booking starts before the form. KeepsYa turns your events into pages that look professional, load on a phone, and show up in search, on your own domain, not a platform you rent.
✓ Event lists and grids
Drop a clean, filterable list or grid of your sessions onto any page. Families scan what is coming up and tap straight through to sign up.
✓ Filter by category, type and date
Camps, clinics, age groups, locations: visitors narrow to exactly what fits their kid in one tap, so they never bounce looking for the right session.
✓ Polished event detail pages
Coach, ages, skill level, drop-off time, what to bring, price and capacity, laid out clearly so parents have no reason to email you first.
✓ Built-in search visibility
KeepsYa adds the structured data (event schema) search engines and AI assistants read, so your sessions can surface when a local parent searches.
✓ Found by AI search, not just Google
KeepsYa publishes an AI-readable index of your schedule (an llms.txt feed and a per-event markdown view) and keeps event titles date-aware, so AI assistants and answer engines can surface your sessions when a parent asks. Past events drop out on their own.
✓ A share box on every event
One tap to send a session to another parent by text, email or social. Your families become your marketing.
✓ Works with your page builder
Bricks elements, Gutenberg blocks and shortcodes. Match your brand exactly; no rented platform look.
Step 2 · Book
Sign up the kids in a couple of taps
This is where most tools get clumsy. KeepsYa is built for families: one parent, several children, saved details, the messy real world of camps and teams, made simple.
✓ Draft a whole event with AI, in one sentence (Pro)
Type “Friday 5 to 6pm U10 skills camp, $35, 25 spots, waitlist” and KeepsYa Pro fills in the name, dates, times, price, capacity and waitlist for you to review. It even works out what “Friday” means. Setting up your sessions goes from minutes to seconds.
✓ Single events, tiered camps, multi-session schedules
Whether it is one clinic, a week-long camp with day options, or a recurring training block, the same booking flow handles it.
✓ Join a multi-day camp after it starts
A week-long camp stays open for sign-ups while it is running (shown with an “in progress, N days left” badge), and a one-click day-pass ladder lets a family pay for just the days that are left. Days that have already passed drop out of the picker on their own.
✓ Family accounts with saved players
Parents enter a child once. Next season it is two taps, no re-typing birthdates, sizes or medical notes. Returning families convert far better.
✓ Guest checkout too
No account required to book. Families can register as a guest and claim an account later; you never lose a sign-up to a forced login.
✓ Capacity and smart waitlists
Sessions cap automatically. When a spot frees up, the next family is promoted and notified, so you sell out without manual juggling.
✓ Deposits and balances
Take a deposit to hold a spot and collect the rest later. KeepsYa tracks exactly who still owes what.
✓ Waivers, medical notes, emergency contacts
Collect the information a coach actually needs on the field, captured at booking and attached to the roster.
✓ Custom questions per event
Shirt size, team level, allergies, anything. Build the exact fields each session needs with a drag-and-drop builder.
✓ Reusable sign-up templates
One-click sections (Emergency Contact, Medical, Pickup, Uniform) and ready-made starter profiles for Youth Camp, Clinic, Adult League and Tournament. Build your own set of fields once, save it as a template, and drop it onto every new event.
✓ Mobile-first, bot-protected forms
Designed for the phone in a parent’s hand, with quiet bot defenses (honeypot, time-trap, optional CAPTCHA) so your roster stays real.
Book · Private
Invite-only sessions, private clubs and partners
Not every session is for the whole world. KeepsYa runs private, hidden and invitation-only events, takes off-schedule private-session requests, and hands partner clubs their own space, all with the same booking, payment and check-in you already use.
✓ Private and hidden events (free)
Mark any event public, invite-only, or fully hidden. A hidden event stays off your calendar, your listings, search and even AI answers, and shows a not-found page to anyone without access, so a private club session never appears next to your public camps.
✓ One share link per event or series (free)
Give families a single link that lets them register with no account needed. It works for every date in a recurring series, and you can rotate it in one click to instantly cut off a link that leaked.
✓ Allow specific families or member types (free)
Restrict who can register by account or role, so only the people you choose can see and book a private session, with or without the link.
✓ On-request private and small-group sessions
Let a family request a private or small-group session that is not on your schedule. You review the request and, with Pro, send back a priced booking link that creates the session the moment they accept, first-come-first-served. Requests are free; the quote-and-book engine is Pro.
✓ Member groups for clubs and partners (Pro)
Create a named group, a partner club, a select squad, a school, and grant it private events. Members see and book those sessions when they log in; nobody else does.
✓ Hand a partner their own portal (Pro)
Make a club rep a delegate with a front-end area to invite their families (one at a time or a whole roster at once) and manage their own group. Invitations are self-serve and create the family’s account when they accept. Each delegate is scoped to only their group; you keep full control from your own dashboard.
✓ Add parents by QR code (Pro)
The fastest signup at the field: show a live code on your phone, a parent scans it, types their first and last name and email, taps the emailed link, and they are in, account made, name saved, group joined, signed in. Prefer a printed sign on the table? Flip it on per group; printed-code signups wait for your one-tap approval, and turning the sign off kills every printed copy instantly. A welcome page offers an add-your-player step so their first booking arrives prefilled, and a little funnel shows you scans, signups, and joins.
Step 3 · Pay
Get paid your way, including cash
Youth programs run on cash, Zelle and checks as much as cards. KeepsYa is the rare system that treats offline money as real money, tracked, reminded and reconciled.
✓ Card payments (Stripe and PayPal)
Take cards online with your own processor account. The money is yours from the first dollar; KeepsYa charges nothing per registration.
✓ Early-bird pricing that sells early
Set a lower price until a date you choose, then let it switch to the regular price on its own. Families see the deadline and book now instead of “later,” and you never forget to flip the price.
✓ Multi-attendee discounts, automatic
Give a percent off each additional child, applied at checkout with no coupon to hand out. A parent signing up two or three kids sees the saving in the live price summary, so the bigger booking closes itself.
✓ Six offline methods, tracked properly
Cash, Zelle, Venmo, Cash App, check and more, each with its own instructions and a QR pay link so a parent can pay from their phone at drop-off.
✓ A real payment ledger
Every dollar in, by method, with a running balance per booking. At tax time you export it; during the season you always know where you stand.
✓ One-tap mark paid
Cash landed? The owner email has a one-tap “mark paid” link. No logging in, no hunting for the booking.
✓ Automatic balance reminders
Families who still owe get polite, automatic nudges. You stop chasing money by hand and you stop leaving it on the table.
✓ Auto-release of unpaid holds
An unpaid reserved spot can free itself after a set window, so a no-pay does not block a paying family from the last seat.
✓ Credits, refunds and transfers
Cancel cleanly: keep as account credit, forfeit, or refund, your call per booking. Credit can even transfer between families.
Step 4 · Check in
A QR boarding pass, ready on the day
The moment that makes families say “this is easy.” Every player gets a check-in QR code in their confirmation, before they ever leave the house. On the day, they hold up a phone and you scan it. Done.
Simple, easy check-in confirmations
The second a family books, each child’s personal QR code lands in their confirmation email, and it rides along in the reminder email too. The same codes live on their account page under My Bookings. There is no app to download, no paper to print, nothing to remember. It works exactly like an airline boarding pass: the code is already on the phone before they arrive.
✓ Codes arrive in every booking email
Confirmation and reminder emails both carry each player’s QR. Families show up already holding their pass; you never hand anything out.
✓ Scan with any phone, no app
Open the camera, scan, the screen shows the child’s name and marks them present. No special hardware, no app install, on either side.
✓ Safe by design
A parent tapping their own code does nothing; only a logged-in staff device (or a helper with a PIN) can actually check a child in. The code in the inbox is harmless if seen.
✓ Helper PINs with a name on every check-in
Give a volunteer a personal PIN and they can check kids in from their own phone, no account needed, and every check-in is recorded under their name for a clean audit trail.
✓ Medical alerts pop on scan
Scanning a child surfaces the allergy or note you collected at booking, right when the coach needs to see it.
✓ Per-day attendance for camps
Multi-day camp? A scan checks the player in for today; each day is tracked separately, with no-shows flagged and late arrivals flipped to present in one tap.
✓ A roster link that signs you in
About an hour before each session, the owner gets an email with a magic link and QR. Scan it and you land on that event’s check-in screen, already signed in. No password fumbling at the field.
Step 5 · Run the day
Everything the coach needs, in hand
Booking is the start; running the session is the job. KeepsYa gives you the roster, the attendance, the follow-up and the numbers, so the day runs itself and nothing falls through.
✓ Rosters with everything that matters
Names, ages, medical notes, emergency contacts, who paid and who owes, searchable and exportable to a spreadsheet for a printed sign-in sheet.
✓ Check-in mode on your phone
A clean day-of screen: tap or scan to check players in, mark no-shows, flip a late arrival to present, all reversible if you tap wrong.
✓ Walk-up registration at the field
A family shows up unregistered? The roster screen has a QR, a copy link and a text link that send them straight to the sign-up page on their own phone. The link you share is signed, so it lets them register even if the event is already full or has started, no matter whether it is a camp, a single session or a training schedule.
✓ No-show follow-up
After the event, a dedicated screen lists every no-show with the family’s tap-to-text contact, and lets you issue goodwill credit or mark it handled.
✓ Bookings and revenue reporting
One report across every event: filter by date, status, paid or unpaid, and method. See exactly how much you have taken in and how much is still owed.
✓ 25+ editable emails
Every message KeepsYa sends, confirmations, reminders, payment nudges, cancellations, is yours to reword in plain language, no code.
✓ Automatic reminders
Pre-event reminders go out on their own a few days before, so families show up and you never send a “tomorrow!” blast by hand.
✓ Setup wizard with 66 industry presets
Pick your type of program and KeepsYa pre-fills sensible fields, vocabulary and emails. You are taking bookings in minutes, not days.
Step 6 · Grow
Turn one good season into the next
The cheapest new family is a referral from a happy one. KeepsYa builds growth into the booking itself, and KeepsYa Pro adds the tools that pre-sell your revenue.
✓ Referrals with store credit (free)
Every family gets a referral code and link. When a new family they refer books, both can earn account credit. Your roster recruits for you.
✓ Coupons and discounts (free)
Run a scholarship, a promo code or a one-off make-good, on the spot from the roster or as a shareable code, on top of the automatic early-bird and multi-attendee pricing above.
✓ Rebook nudges (free)
After a cancellation, KeepsYa suggests the next session of the same type and reminds families of any credit waiting to be used.
✓ Punch cards and prepaid packages (Pro)
Sell “10 sessions for $X” or a season package up front. Cash in advance, and families pre-committed to coming back.
✓ Affiliate commissions (Pro)
Pay partners or ambassadors a percentage or flat fee, after delivery, with clawbacks, payout records and an affiliate dashboard.
✓ Memberships and multi-coach (coming, in your license)
Recurring member plans with member-only pricing, and scoped admin with revenue splits for multi-coach operations, included as they ship.
Step 7 · Market it
AI that writes, answers and designs, built right in
Most tools stop at the booking. KeepsYa Pro adds a full set of AI tools that speak in your program’s voice from your own details, and run on your own AI key, so you are in control of the cost. This is not a page of prompts to paste into a chatbot somewhere else. It is built into your dashboard, using what KeepsYa already knows about your programs.
Make a share-ready flyer in a minute
The AI flyer maker paints an on-brand background, then lays your real event details, your logo and a scannable QR code straight on top, so the words are always correct. The QR can open the event’s sign-up page or invite parents into one of your private groups, and a flyer for a private event automatically carries its share link so scanners can actually register. It lives on the AI Studio tab and right inside the event editor, prefilled from the event; steer the look with a few words (and save the looks you like as reusable presets), then post it, text it, print it, download it, or set it as the event image in one tap.
✓ Content writers in your voice (Pro)
Event descriptions, “what to bring” lists, announcements for email, social or text, and translations, drafted from your own details and fully editable before you use them. A bulk mode fills in every event that is missing a description in one pass.
✓ Ad, social and headline writer (Pro)
On-brand ads, social posts, headline options and name or tagline ideas, using proven copywriting techniques and held to an honest-marketing standard: no invented scarcity, no fake reviews.
✓ Marketing from real demand (Pro)
The writer draws on what families actually ask your chatbot and, when you connect Google, what parents are searching for, so your posts answer real questions instead of guessing.
✓ A parent chatbot on your own site (Pro)
A friendly chat bubble that answers families from your own pages, events and FAQ, with links to book, day-and-time awareness, and email handoff to you when it should. It can even answer “what is your Google rating?” from your live rating.
✓ Answers that get smarter as you go (Pro)
Review every question families ask in one place: turn the good answers into a tidy FAQ, correct the ones you want changed, and see the questions you do not have an answer for yet, so the bot keeps improving.
✓ Business insights from your own numbers (Pro)
Pricing suggestions to test and a plain-language season recap, drawn only from your own sign-up counts and revenue, never any family data.
✓ Set it up by having a conversation (Pro)
A guided discovery interview: an AI consultant asks one question at a time, builds on your answers, and digs for the details that make great marketing. Type, or go fully hands-free (it reads each question aloud, listens, and moves on when you pause). What you say teaches the whole AI at once, so every description, post, flyer and chatbot answer sounds like you and knows your offerings. About 10 to 20 minutes, saved after every answer so you can continue later, and fully editable: undo your last answer or click any earlier one to fix it.
✓ Rewrite anything with what it knows (Pro)
Paste an old description or a tired paragraph and KeepsYa rewrites it in your voice, grounded in what you told it, keeping every real fact and inventing nothing.
See the full AI Suite →
The foundation · Own
You own your data, and the bill never grows
Every feature above runs on your WordPress site, with your payment accounts, storing your families in your own database. That is the part the rented platforms cannot offer at any price.
✓ You own your data
Registrations, payment history and rosters live in your database, on hosting you already pay for. Cancel Pro and the free core keeps running; your data never moves.
✓ No per-registration fees, ever
Your best season costs the same as your worst. Platforms that charge per player or per registration take a growing cut as you grow; KeepsYa does not.
✓ Free core, flat Pro license
The core plugin is free forever and is a complete business on its own. KeepsYa Pro is one flat yearly license, no tiers that punish success.
✓ Your brand, your domain, your SEO
Families register on yoursite.com. Every season of search ranking, reviews and repeat business compounds for you, not a marketplace.
✓ Your words, not ours
Rename the role words KeepsYa uses (participant, coach, program, team, location, waitlist, roster and more) so the whole app, emails and forms included, reads like your program. Set your own participant “level” choices and label too. It ships with a plain, generic default and no other organization’s league names baked in.
✓ Built on The Events Calendar
KeepsYa extends the most-used events plugin on WordPress, so your calendar, venues and listings stay standard and portable.