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Coach and owner playbooks

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These are short, do-this-then-that checklists for the everyday jobs. Print them
or keep them open on your phone.

Set up a new event (owner)

1. Events → Add New. Fill in the name, date, time, place, photo, and
   category.
2. Scroll to Registration & Payment and check Enable registration.
3. Set Overall capacity (number of kids) and turn on waitlist if you
   want one.
4. Set the price – either one Price per participant, or add packages
   for choices like “Full Week” and “Drop-in”.
5. (Optional) Add attendee questions (shirt size, allergies) and details
   (age group, coach, what to bring).
6. (Optional) Set the Cancellation policy for this event: mark it
   Non-cancellable if it should not be cancellable online, or set a
   cancellation deadline that differs from your normal one. You can also set a
   Payment collection auto-release time for unpaid holds on this event.
7. Click Publish.
8. Put it on your site if needed (see
   Show events on your website).

The day before an event (owner or coach)

1. Open KeepsYa → Rosters and click the event.
2. Check who still owes (anyone marked Reserved). Send a friendly reminder.
   (KeepsYa can also nudge unpaid families for you on a timer; see
   Payment collection.)
3. Export the roster (CSV) or print the QR sheet for check-in.
4. Note any allergy or medical notes on the roster.
5. KeepsYa sends the families their reminder email automatically.

The day of an event (coach)

1. Arrive and open the roster on your phone: KeepsYa → Rosters → [event]
   → Check-in mode.
2. Scan each child in as they arrive. Read any notes that pop up.
3. If someone shows up who is not on the list, sign them up on the spot (or take
   their info and add them after).
4. Remember: checking in does not charge anyone. Money is separate.
5. Collect any cash owed and mark those families paid (you can do this
   right from your phone, or later).

After an event (owner)

1. Open the roster and mark paid anyone who paid you in person.
2. Check for no-shows if you need to follow up.
3. That is it – the records are done.

Your weekly money routine (owner)

1. Go to KeepsYa → Bookings & Revenue.
2. Filter to Unpaid to see who still owes. Chase those payments.
3. As money lands (cash, Zelle, check), click Mark paid.
4. Filter to Paid to see what came in. Read the totals at the bottom.
5. Export to CSV for your own records or taxes.

Let KeepsYa do the chasing. Turn on Settings → Payment collection and
KeepsYa emails unpaid families on a timer, sends you a “who still owes” summary,
and (if you choose) releases unpaid holds automatically.

When a family wants to cancel

Families do not cancel and grab their money on their own. They ask, the spot
is held while you look, and you decide. (Full detail in
Cancellations.)

1. Before the deadline on a cancellable event, the family clicks Request
   cancellation on their account page. The booking becomes Cancellation
   requested and the spot stays held. You get an email.
2. Open KeepsYa → Cancellation Requests (it shows a number badge when
   requests are waiting) and pick one outcome per request:
   – Keep as credit – their payment becomes store credit for a future session.
   – Forfeit – the booking is cancelled and you keep the money.
   – Refund – the booking is cancelled; then send the real money back by Zelle,
   Venmo, cash, or card. (Bonus credit can never be cashed out.)
3. Freeing the spot runs the waitlist automatically, and the family gets an email
   with your decision.
4. After the deadline, a non-cancellable event, or one that already started:
   there is no online button. The family contacts you, and you handle it from the
   roster (cancel the booking, then issue credit or refund by hand if you choose).
5. If you are the one cancelling the whole event: use Cancel event on the
   roster – everyone who paid is made whole (refund or credit, your choice), and
   they all get an email.

When a family wants to move to a different session

1. Before the deadline, the family can move it themselves: a Reschedule button
   on their account page, or the “manage your booking” link in their
   confirmation email (no account needed).
2. You can move any booking any time from KeepsYa → Rosters: click
   Reschedule on the booking, pick the new session, and submit.
3. The price sorts itself out: a cheaper session adds the difference to the
   family’s account credit; a more expensive one uses any credit they have
   and leaves the rest owed. The family gets an email either way.
4. Camps and multi-day packages are moved by you on the roster, not by the
   family. (See Cancellations, credit, and refunds.)

When the event fills up

1. Make sure Enable waitlist when full is on if you want a waiting line.
2. People who sign up after it is full become Waitlisted, in order.
3. If a spot opens (a cancel), KeepsYa moves the next person up
   automatically. You do not have to do anything.

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