Dashboard
Overview of key metrics and recent activity.
Use it as your daily health check: registration volume, coaching load signals, and shortcuts into deeper tabs. It does not replace detailed filters in Registrations or Reporting.
Start here if you are brand new
Work Phase 1 → 3 before sharing registration publicly. Use the Sport selector in the admin header when your organization runs multiple sports—Season Config and many lists are scoped to the active sport. Optional tabs (e.g. Schedule, Reporting, Email, CRM, Revenue) appear when enabled for your organization.
Phase 1 — Foundation
Establish how your organization appears, what families agree to, and whether you can accept online registration payments.
Before you open registration
Card checkout only works when Billing is ready (Stripe Connect charges enabled, or a clear offline path). Prices must exist in Season Config before families see correct fees.
What this phase covers
- Settings tab → Brand: Organization Identity, Visual Assets, Portal Behavior
- Colors, Email (sender profile for communications)
- Registration and Legal (waivers, policies)
- Billing: Accept Registration Payments, Stripe Connect
Why it matters
Families see your name, logo, and colors on every portal. Checkout behavior and legal copy are controlled here—not in Season Config. Stripe must be in good shape before you rely on card payments.
Required vs optional
- Required Organization name and a coherent brand path for launch communications
- Required For card payments: Billing configured and tested
- Recommended Legal / waiver text reviewed with your counsel
Step-by-step
- Open Settings (Branding & Settings). In Brand, set Organization Name, Slogan / Tagline, upload Logo, optional background and loading image. Use Save Identity / upload actions as shown.
- Configure Color Scheme or presets; Save Colors. Preview updates in Live Preview.
- Under Email (Email Sending), configure SendGrid and sender details if you use registration confirmations or automations; Save Email Settings / Send Test Email as needed.
- Under Registration, set checkout-related options, discounts, proration, and click Save Registration Settings.
- Under Legal, align waiver and policy content with how you operate.
- Under Billing, confirm Accept Registration Payments and Stripe Connect match your treasurer’s expectations.
- Multi-sport organizations: use Sports Settings (link on the Settings page) when you need sport-level configuration beyond the header sport switcher.
Common mistakes
- Changing Prices in Season Config but forgetting Registration settings that shape checkout (plans, proration, multi-child discount).
- Assuming “registration is open” from season dates alone—confirm season visibility/enabled flags and your registration window logic in Season Config and communications.
Next step: Define program structure and dollar amounts in Season Config, then return here if billing or registration behavior needs tweaks.
Phase 2 — Program setup
Use Season Config subtabs: Seasons, Locations, Age Groups, Program Genders, Schedules, Prices, plus Tournaments, Tryouts, and Training Sessions when your organization uses them.
Scheduling & filters
Locations should be in place before you rely on location filters or schedule tools. Age groups and program genders drive which options appear on the registration form.
What this phase covers
- Which seasons exist, their dates, and visibility to registrants
- Locations used on forms and filters
- Age groups and program genders that define registration paths
- Prices per program path
- Optional: Schedules, Tournaments, Tryouts, Training Sessions
Why it matters
Registration, assignments, and schedule tools all read from this configuration. Gaps here show up as missing dropdown options, $0 checkout surprises, or empty filters.
Required vs optional
- Required At least one enabled season you intend to register into
- Required Prices for paid paths
- Recommended Locations, age groups, and program genders defined before heavy traffic
- Optional Tournaments, tryouts, training blocks—only if you run them
Step-by-step
- Seasons: add your season, set dates, and control whether it is enabled and visible for registration as your workflow requires.
- Locations: add facilities so registration and admin filters stay consistent.
- Age Groups & Program Genders: mirror how families choose programs.
- Prices: enter fees for the combinations you sell; remember Season Config sets amounts, while Settings → Registration shapes checkout options.
- Explore Schedules / Tournaments / Tryouts / Training Sessions when those modules apply.
Common mistakes
- Creating a season but leaving pricing incomplete for some age/gender/location combinations.
- Using the wrong Sport in the admin header while editing config—double-check before go-live.
Next step: Save Settings → Registration, confirm Billing, then run a real test registration (Phase 3).
Phase 3 — Going live
Validate the family experience, payment flow, and the data you see as an admin—then publish your registration entry points.
Common blockers
Registration will fail or confuse families if billing is not connected, prices are missing for a path, or the wrong sport is selected in the admin header while you test.
What this phase covers
- Opening or allowing registration for the intended season
- End-to-end test: form → checkout (or offline path) → admin Registrations list
- Verifying payment status and emails if enabled
- Sharing your public Register link from your organization site / portals
Why it matters
Small misconfigurations are cheapest to fix before parents hit them at scale. A single controlled test registration catches most issues.
Step-by-step
- From a fresh browser session (or incognito), open your organization’s Register page and complete a signup for a test family.
- Confirm the path matches the season, location, age group, and gender you expect.
- If you accept cards, complete Stripe checkout; if you use offline instructions, confirm they read correctly from Settings.
- In Registrations, find the test submission, verify payment status, and refund or void if needed.
- Share the same link your families will use; keep admin bookmarks on Admin Portal.
Common mistakes
- Testing only while signed in as admin—parent experience can differ.
- Announcing registration before Stripe or registration settings are saved.
Next step: Complete one test signup, then confirm it in Registrations. When it looks right, share your public Register link.
Phase 4 — Operations
Day-to-day work: monitor signups and payments, place players with coaches, and keep the calendar accurate.
Registrations
The Registrations tab describes itself as: manage current and past registrations; filter by location, season, age group, gender, and status; process Stripe refunds. Use location chips and filters to segment high-volume weeks.
Open RegistrationsPlayer Assignments
Player Assignments coordinates coach assignments with filters and bulk actions—this is where roster decisions land after registration.
Open AssignmentsSeason Schedule
Season Schedule: auto-generate practice schedules, view upcoming events, and manage your season calendar (requires scheduling feature when disabled for your org).
Open SchedulePeople management
Coaches, Admins, and Users tabs cover staffing and access. Add coaches before you expect them to appear in assignment workflows.
Open CoachesSchedule
Season Schedule and location-based views assume locations (and usually seasons) are configured first.
How it fits together
Registration creates the pipeline of families and players. Assignments and schedule consume the same season, location, age, and gender dimensions you configured—keep those dimensions stable mid-season unless you intend to migrate data.
Next step: Process new signups in Registrations, then place athletes using Player Assignments and keep the calendar current.
Phase 5 — Ongoing management
Insights, communications, CRM, and plan usage—available when enabled for your organization.
Insights & Reporting
Tab label Reporting; page title Insights & Reporting—presets, saved reports, export, and an advanced builder. Gated by the reporting feature flag.
Open ReportingRevenue Analytics
Revenue tab: track revenue, fees, expenses, and profit across locations, seasons, and event types. Gated by advanced reporting.
Open RevenueCommunications (Email)
Tab Email; header Communications—branded sends, templates, preview, test send, and recent history. Gated by email campaigns.
Open EmailContacts & Clients (CRM)
Tab CRM; header Contacts & Clients—pipeline, import/export, dedupe. Gated with reporting.
Open CRMUsage & Limits
Usage shows plan usage, limits, and subscription context for your organization.
Open UsageEmail Automations
Settings → Automation: toggles such as Registration Confirmations, Admin Notifications, Parent Practice Reminders, Coach RSVP Summaries, Offline Installment Reminders, and Password Reset Emails (all require a configured SendGrid sender per the page). Use Save Automation Settings.
Open SettingsNext step: When basics are live, enable reporting or email for your org and skim Usage for plan limits.
Mid-season changes: Prefer small, deliberate updates to Season Config and Settings; communicate changes when pricing or registration paths change.
Portal areas — deeper reference
Quick orientation to each main tab and how it interacts with the rest of the admin portal.
Coaches
Add and manage coaches for your organization.
Coaches appear in assignment and communications flows. Set this up before you expect to distribute rosters.
Admins
Organization administrators and elevated access.
Keep this list tight; each admin can change billing-adjacent settings and sensitive registration configuration.
Users
Broader membership directory beyond coaches alone.
Useful when troubleshooting access or understanding how many parents are active in your org.
Settings (Branding & Settings)
Brand, Colors, Email, Registration, Legal, Automation, Billing.
- Brand — identity, assets, portal behavior (e.g. header logo link, grid overlay).
- Registration — checkout-facing behavior; always save with Save Registration Settings.
- Legal — waivers and policy content.
- Automation — Email Automations (confirmations, reminders, admin notifications, etc.).
- Billing — Accept Registration Payments and Stripe Connect.
Season Config
Seasons, Locations, Age Groups, Program Genders, Schedules, Prices, Tournaments, Tryouts, Training Sessions.
This is the structural backbone for registration options and most operational filters. Price amounts live here; registration rules live under Settings.
Registrations
Operational truth for who registered and how they paid.
Aligns with the tab description: filters by season, age group, gender, status; Stripe refunds from the admin UI when applicable.
Player Assignments
Coordinate assignments with filters and bulk actions.
Bridge between registration data and how teams are staffed on the field.
Season Schedule
Generate practices and manage upcoming events.
Requires scheduling to be enabled. Uses the same location/season context as other operational tabs.
Reporting
Insights & Reporting — presets, CSV export, advanced builder.
Revenue
Revenue Analytics — revenue, fees, expenses, profit.
Email (Communications)
Send branded email; templates, preview, history.
CRM (Contacts & Clients)
Pipeline, import/export, deduplication.
Usage
Usage & Limits — plan consumption and subscription details.
Tabs such as Schedule, Reporting, Email, CRM, and Revenue may be hidden if your organization does not have those features enabled.
Launch readiness
We detect progress from your organization when possible (scoped to the active sport). Extra checks and confirmations are saved in this browser—reset when you change machines or want a clean slate.
Essentials — confirm if live detection misses something
When a row is already satisfied in your data, it is checked automatically. Use the boxes below only if you have completed a step but the guide still shows it open.
Pre-launch
Validation
Next step: Finish any open items above, then run one full test registration before you announce publicly.