Manage sign-ups

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Once people start signing up, you manage everything from the KeepsYa
menu in your dashboard. Here is what each page is for.

Your dashboard (see everything at a glance)

Click KeepsYa, then Dashboard for a single screen that shows your
upcoming events as cards. Each card shows, at a glance:

Registered – how many have signed up (and your limit, if you set one).
Checked in – how many have arrived today, out of those signed up.
Owing – how many families still owe you, and how much in total.

An event that is happening right now gets a green LIVE NOW badge so you can
spot it instantly. Each card has three buttons: Check-in, Roster, and
Walk-up (see below). Past events drop off the dashboard automatically.

Open it on your phone at the field

At the top of the Dashboard is an Open on your phone box with a QR code and a
link. Scan the code with your phone’s camera, or tap Text link to send the
link to yourself, and your phone opens the dashboard already signed in – no
password to type at the field. The link expires after the day for safety.

Let a coach help (coach access)

You can let a coach run check-in and the roster for their own events without
giving them the keys to your whole site.

Go to Users → Add New and create a user with the role KeepsYa Coach.
Open the event (Events → edit the event), find the Coach dashboard
access box, and pick the coach (or coaches) for that event. Save.

That coach now sees only the events you assigned to them on their Dashboard,
and can open just those events’ rosters and check-in. They cannot see your other
events, your settings, or your money. You (the owner) still see everything.

See who signed up (Rosters)

In the left menu, click KeepsYa, then Rosters.
You see a list of your events, with the next events first (sorted by start
date, soonest at the top; past events sit below). You can search by name, filter
by category or tag, pick a date range, and tick “has signups” to hide empty
ones. Click any column heading to sort by it instead.
Click an event to open its roster – the list of everyone signed up for
that event.

A Search rows box at the top of a roster filters the list instantly as you type
(by player, parent, email, status, or payment method), which is handy on a full
session.

On the roster you can see each person’s name, their email (click it to start an
email), their phone, how much they owe, and whether they have paid. The name shows
the parent’s real first and last name from their account (not their login), and
links to their account when they have one. Each sign-up has a status:

Confirmed – paid and all set.
Reserved – they chose cash/Zelle/check and still owe you money.
Pending – a card payment is still processing.
Waitlisted – the event was full, so they are waiting for a spot.
Cancellation requested – the family asked to cancel and is waiting for your
decision. The spot stays held until you choose credit, forfeit, or refund.
Cancelled – the sign-up was cancelled.

Mark someone as paid

When someone pays you by cash, Zelle, or check, open the roster and click
Mark paid next to their name. Their status changes to Confirmed. If you make
a mistake, you can mark them unpaid again.

Edit opens the booking to fix the account owner’s details, the emergency
contact, the amount, and each player’s name, date of birth, age group, shirt
size, and medical notes. The edit screen also lists “Other bookings for this
family” (every booking under the same account email) with a link to each, so you
can move between a family’s sessions quickly.
Move / reschedule moves the sign-up to a different event, which is what you
want when a family booked the wrong one. Pick the correct event from the list; the
price difference reconciles automatically (a cheaper event becomes account credit, a
dearer one draws from any credit and leaves the rest owed), and the family is emailed.
This is for single-session bookings; move a camp or package booking by hand.
Cancel removes the sign-up and frees the spot. You decide what happens to any
money (keep as credit, forfeit, or refund).

Families ask, you decide. When a family wants out of a cancellable event,
they click Request cancellation on their account page. Those requests collect
on KeepsYa → Cancellation Requests (with a number badge), where you
choose credit, forfeit, or refund per request. See
Cancellations, credit, and refunds.

Download the list

Click Export (or “Export to CSV”) to download the roster as a spreadsheet you
can open in Excel or Google Sheets. This is great for printing a sign-in sheet or
sharing with a coach.

Check people in on the day (QR)

KeepsYa can help you take attendance:

Open the event’s roster and choose Check-in mode.
On your phone or tablet, scan each person’s QR code (you can print a QR sheet
from the roster, or people show theirs).
The screen says the person’s name and shows any notes (like an allergy). If
you scan the same person twice, it tells you they are already checked in.

Only staff with permission can use check-in. Site admins always can.

Families already have their codes. Every booking confirmation and reminder
email includes each player’s QR code, and the same codes live on the family’s
account page under My Bookings (tap “Show check-in QR codes”). So on the
day, a parent just holds up their phone and you scan it, like a boarding pass.
Scanning does nothing on the parent’s own phone; only a logged-in staff device
(or a helper with a personal PIN, below) can actually check someone in.

Letting a helper check people in with a PIN. Give each helper their own
Check-in PIN: edit their user profile (Users) and fill in the “Check-in
PIN” field (3-6 digits, unique per person). On the day, the helper scans any
player’s QR with their own phone, types their PIN once, and can check players
in for the rest of the day, no password needed at the field. Because the PIN
belongs to that person’s account, every check-in is recorded under their name,
so you can always see who checked each player in. Clear the field to revoke a
PIN. With no PINs set anywhere, check-in stays staff-logins-only.

Walk-ups (register someone who just showed up)

Someone arrives who never signed up? On the Roster and Check-in screens
(and on each Dashboard card, under Walk-up) there is a Walk-up
registration box with a QR code and a link. Have the family scan the code or
tap the texted link, and they sign up on their own phone, during or after the
event. You can:

Copy link to paste it anywhere, or
Text link to send it straight to the family by text message.

Because you shared the link, it works even if the event is full or has already
started – sharing it is your way of saying “yes, let them in.” This now works for
every kind of event – a one-price session, a multi-day camp, or a training-schedule
session (the schedule link only lifts the specific session you shared it for). Payment, the
agreements you require, and any required questions still apply, so you still get a
complete sign-up. (A family who finds your normal event page on their own still
can’t sign up past your limit; only the link you share lifts it.)

Automatic reminder emails

KeepsYa sends a reminder email to everyone signed up, a few days before the event.
You set how many days in Settings → Emails → Reminder lead time. You do not
have to do anything for each event; it happens on its own.

KeepsYa can also help you collect unpaid money on its own: payment reminders to
families who still owe, a “who still owes” summary to you, and optional
auto-release of unpaid holds. Turn these on in Settings → Payment collection
(see Settings).

See your money (Bookings & Revenue)

Click KeepsYa → Bookings & Revenue for a report across all your
events. You can filter by date range, by status, by paid or unpaid, and by payment
method. It shows totals so you can see how much you have taken in and how much is
still owed. You can export this to a spreadsheet too.

A Search rows box at the top filters the table instantly as you type, matching on
event, parent name, email, status, or payment method (with a live “N of M shown”
count). It narrows whatever the date/status filters above already returned, so it’s a
fast way to jump to one family or event in a long list.

A few things you can do right from the report:

Event name links to that event’s editor.
Move / reschedule moves a single-session booking to a different event (same tool
as the roster), handy when a family booked the wrong one. The price and any credit
reconcile automatically and the family is emailed.
Parent name shows their real first/last name and links to their account; the
email below it is a one-click email link.
Payment is a dropdown. If a family chose one method at checkout but actually
paid another way (said “cash” but Venmo’d you), pick the right method here and it
updates the record. This only changes the label and which reminders apply; it does
not move money or mark anything paid. Real card payments are not editable, since
the processor’s record is the source of truth.

Punch cards

A punch card is a prepaid bundle, like “10 sessions for $90”. People use one
“punch” each time they come.

Click KeepsYa → Punch Cards to give someone a card or see how many
punches each person has left.
People can also buy a punch card themselves if you put the
[keepsya_punch_card] shortcode on a page (see
Show events on your website). When they pay
offline, you confirm the purchase here.

Store credit (Stored Value)

Sometimes you owe a family credit instead of cash, for example when they cancel
in time. Click KeepsYa → Stored Value to:

See how much credit you owe in total.
Issue credit to a family by entering their email and an amount. You can
mark it as real-money credit (refundable, never expires) or bonus
credit (for promotions, can expire).
Record a cash refund when you send money back (for example, by Zelle).

Families spend their credit automatically at checkout when they choose to.

Discounts

Two quick ways to lower what a family owes:

On the spot. On the Rosters page or Bookings & Revenue, any booking
with a balance has a small Discount button. Take a percentage off, a
fixed amount off, or set the balance to $0 (for a scholarship or a
make-good), with an optional reason. It updates the amount due right away and
keeps a note on the booking.
Mark paid / unpaid. Both the roster and Bookings & Revenue let you mark
a cash / Zelle / Venmo / check booking paid (or undo it) as the money comes in.

When you apply a discount or coupon from the admin, the family automatically gets
a “discount applied” email telling them the discount and what they still owe.
You can edit that email’s wording in KeepsYa → Emails.

Tip: Bookings & Revenue shows a Payment column (Cash / Zelle /
Venmo / Check / Card / Free) and lets you filter by payment method and by
booking date or event date, which is handy for tracking Venmo and cash at
tax time.

Coupons (Promotions)

Open KeepsYa → Promotions to create a coupon code families type at
checkout. Each coupon can be:

a percentage or a fixed amount off;
applied to the whole booking or to each child (for a percentage these
are the same; for a fixed amount, “each child” multiplies by the number of
children, each capped at that child’s own fee);
limited to one event or good for any sign-up;
given a start and end date;
capped by total uses, uses per account, uses per child, and uses
per event/session (0 means no limit). The per-event cap is handy for a fixed
number of discounted spots per session: a single GOALIE code at 50% (or 100%)
off, limited to 2 per event, gives the first two goalie sign-ups the discount
on every training while everyone after pays full price; and
limited to new customers only (no booking history) or returning customers
only, if you want a welcome offer or a loyalty reward.

A family enters the code on a paid single-session or camp sign-up form
and the total drops before they pay. A code never takes a total below zero. You
can also apply a code yourself to any booking using the Coupon button on the
Rosters page or Bookings & Revenue.

Referrals

If you turned on the referral program in settings, each family
gets a personal referral code to share. When someone they refer makes their
first paid booking, the referring family earns account credit (and the new
family can get a welcome bonus too, if you set one). You can see referral activity
on the Stored Value page.

Where a family finds their code

A logged-in family sees a “Refer a friend” box on their account page (the page
where you placed the [keepsya_account] shortcode). It shows:

their code (a short code like AB12CD34, created automatically the first
time they look), and
a ready-to-share link that already has the code in it (looks like
yoursite.com/account/?ref=AB12CD34).

They can copy either one and send it to a friend by text, email, or social media.

How the referred friend uses the code

There are two ways, and either works:

The link. If the friend clicks the shared ?ref=... link, the referral
code is filled in for them automatically when they create their account.
By hand. If they just have the code (not a link), they type it into the
“Referral code (optional)” box on the account-creation form.

The friend can enter the code in two places:

Right at checkout. When a brand-new family books for the first time and ticks
“Create an account”, a Referral code box appears there (and a ?ref=
link fills it in for them). So a code works even on a first purchase.
On the account page. The “Referral code” box also appears on the
[keepsya_account] sign-up form.

A couple of things to know:

The friend has to create an account for the referral to count (it links the
two families together). The “Create an account” option at checkout does exactly
that.
The reward is paid out when that friend’s first booking is actually paid,
not just when they sign up. This keeps the program honest. A free ($0) booking
doesn’t count.

Customer accounts

People can sign up as guests, but if you put the [keepsya_account] shortcode
on a page (like “My Account”), customers can make an account. With an account
they can save their players for faster sign-up next time, see their store credit,
and view their past and upcoming sign-ups. You do not have to manage these; they
take care of their own accounts.

Under My Players, a family clicks Add a player to add one, and each saved
player has Edit (covering every detail that gets saved, name, birth year, sex,
shirt size, medical and allergy notes, and so on) and Remove buttons.

Building your own layout

The account page is one shortcode, but you can also place its sections
separately with a module attribute, which is handy in a page builder:

Shortcode	Shows
`[keepsya_account]`	The whole account page (everything below)
`[keepsya_account module="contact"]`	Name + phone (and log out)
`[keepsya_account module="emergency"]`	Emergency contact name + phone
`[keepsya_account module="players"]`	The saved-players manager
`[keepsya_account module="bookings"]`	Past and upcoming bookings
`[keepsya_account module="balance"]`	Store-credit balance + add funds
`[keepsya_account module="referral"]`	The refer-a-friend code + link
`[keepsya_account module="magic"]`	The bookmarkable quick sign-in link + reset

A logged-out visitor always sees the log-in / create-account form, whichever
module you use.

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