Events Page Overview

In the top left corner of the page, you can filter events based on various criteria, including website, state, type (tournament or showcase), external status, start date, internal status, and certification status. These filters enable you to quickly narrow down and focus on events of interest.

In addition to the existing filters (website, state, type, external status, start date, internal status, and certification status), you can now filter events by Event Ops Region. This is useful for regional staff to quickly narrow the events list to their area -it's recommended to bookmark your filtered view to reduce clutter.

The four available regions and their corresponding states are:

• Great Lakes — IL, IN, KY, MI, MO, OH
• West — AK, AR, AZ, CA, CO, HI, ID, LA, MT, NV, NM, OK, OR, TX, UT, WA, WY
• East — AL, CT, DC, DE, FL, GA, MA, MD, MS, NC, NH, NJ, NY, PA, PR, RI, SC, TN, VA, WV
• Upper Midwest — IA, KS, MN, NE, ND, SD, WI

A search function on the far right also allows you to locate a specific event easily if needed.

Individual Showcase Event Pages:

After selecting an event of interest, you can view specific event details or edit the event page as needed. (Example Event)

1. General Event Settings:

• Under the General tab within the event page, you can view or edit the event as well as manage the settings (registration info, fees, max attendee counts, college coach details, budgeting, checklist templates, director information, and more).
• This is where you can set: Max Registration By Position

  • Within an event settings you can now set a limit per position. The positions are pulled from the "Sports Positions" in website settings

  • NOTE: The position question options is still controlled in the fields setting
  • Leaving a field blank is unlimited.
• Additionally, you can add a college coach RSVP Template here as well:

  • The email for a college RSVP will be sent to anyone defined under "College RSVP Graphic" here. Add yourself to the recipient list.

  • Free events will generate an email and a graphic every time while paid events will only generate for paid colleges.

2. Registration:

• View Attendee List (export, create packets, add attendees)
  • On this page, there is a toggle for 'Walk Ups' that will appear on the Event Activation Pages. This is always defaulted to on unless the operations team shuts this off. If on, display a green message saying we allow walkups, else show a red message saying we don't. It will only show the price if we accept the walk-ups.
• Search for Attendees, view order information and status, check-in details, QR codes
  • Actions:
    • Edit Attendee Information
    • View Order(s)
      • Here you can resend a confirmation email to someone if they are unable to find it by clicking the 'Resent Confirmation Email' button at the top.
      • Resend Edit Information Link - ‘Copy Edit Link’ allows the user to go and update the information themselves. When they update it, it will generate a new graphic AND updated their Prospect Index Profile.
      • Additionally, if someone purchased a subscription, it will show an 'Activation Link' that you can copy and paste to send to the user.
    • Transfer
    • View Graphics
      • Anytime the fields in the graphic are edited, it will automatically create a new graphic.
    • Delete
• Fields
  • This is where we can edit/add the information collected at registration/checkout
• Colleges
  • View college coach information for RSVP'd coaches
  • Export coach details
  • View the RSVP link for college coaches. These live links have game times on them. We sync games every 5 minutes, so any updates made in Exposure should be reflected in our packet shortly after.
• Orders
  • Listed chronologically, we can review all orders that have been placed for the specific event.
  • In this tab, we can also search for a specific customer to either view or edit an upsell order.
    • If an upsell is unable to be fulfilled, be sure to update the customer order here accordingly.
    • Export orders to quickly send details to check in staff if necessary.
• Tickets
  • Edit ticket/registration prices and deals including name, price, start, and end date.
  • Note: We now offer a ticket on the event showcase pages that includes both the event price and the subscription cost. If the subscription price changes, this ticket type will automatically update to reflect the new price.
  • The Sync Tickets button (in Ticket Settings on each Event page) updates an event with the latest ticket template.
    • When to Use
      • Tickets didn’t generate when the event was created.
      • The ticket template was updated and needs to be applied.
      • Changes to ticket settings aren’t showing.
• Upsells
  • Here we can add the available upsell options, names, prices, and expiration dates
    • Under 'Manage Upsells' we can add or remove the applicable options with the graphic associated.

• • Schedule Requests: not applicable to showcase events

3. Operations:

• Venues
  • General
    • Name, Ages eligible for event, and court space
  • Financials
    • Rate and type (hourly, daily, etc), balance due, deposit if applicable, due dates, and payment tracking.
  • Contracts
    • Upload and view contracts if sent by venue as well as insurance information.
  • Notes
    • Add details if necessary for internal use

• Shipping
  • Tracking for supplies shipped from headquarters to the event location
    • Venue Name, Address, # of Boxes, Tracking Number, and Shipping Date
• Checklist
  • View and edit the applicable event checklist by the department and individual levels along with the due dates for each task
• Marketing
  • Commitment graphic templates for Instagram and Twitter are uploaded in this event section. Currently, we only use Instagram graphics.
  • We can also regenerate graphics to mass send to all registered attendees if necessary.
• Helpful Links
  • The public event links are edited and added here to populate on the registration page including What to Expect, College RSVP link, College Attendees, Registered Attendees, Media Requests, and BallerTV.
• Staffing
  • Tracking and calculating of all event staff and their pay / hours.
    • Name, Contact Info, Venue, Role, Shirt Size, Pay, Check Info, and Pay Total.
• Testing Results
  • Enter the Google Sheet link for the event's Check-In Sheet, which contains the player test results, as soon as the sheet is created. Make sure the tab is labeled 'Results' for the script to sync correctly. Please note, we no longer need separate testing sheets after the event—everything is now managed directly through the Check-In Sheet. (EXAMPLE)
    • Those are the sheets the CX team will also send to college coaches.
  • If you need to re-sync the data for any reason, simply click the re-sync button. This will update the scores on the Prospect Index Profiles.
  • The script automatically runs two days after the event at noon CST. For example, if the event is on a Friday/Saturday, the script will run on Monday at noon CST, and testing results will be sent to attendees by 1 PM CST.
    • We won't run the script at all on the weekends.
    • On Monday we will collect any events from 3 or 2 days ago.
    • On Tuesday - Friday we will collect any events from 2 days ago.
• Top Players
  • In Settings → Global Settings
    • Add labels to the Top Player Labels field. Click Update Settings.
  • Navigate to the Top Players page.
    • Click "Add Top Player" and choose a player in the pop-up → verify player is added.
    • You can remove the player by clicking the trash can icon→ verify player is removed.
    • Assign one or more labels → labels display correctly.
  • In Top Players table:
    • Confirm new columns display IG and X handles from registration.
  • Use label filtering dropdown.
    • Select a label (e.g., “Top Player Cutout”) → only matching players display.

4. More:

• Clone Event -> Replicate same event layout to create a new event page
• Delete Event

5. Overview:

• Total attendee number, average order price, and total revenue

6. Registrations:

• Review trends in registrations and the number of registrations completed by day. This will also show fluctuation in any drops. If an attendee is moved to another event it will act like they were never registered for that event. Any other drop reason selected will result in a decrease on the graph.

7. Jerseys:

• Breakdown by size and quantity for shipping

8. Upsells:

• Overview of upsells ordered and the quantity of each

9. Attendee Drop Reasons:

• Used to track the removal of attendees from the event and the reason in which they were removed

10. Venues:

• Location details, price, hours, and more

Individual Tournament Event Pages:

After selecting an event of interest, you can view specific event details or edit the event page as needed. (Example Event)

1. General Event Settings:

• Under the General tab within the event page, you can view or edit the event as well as manage the settings (registration info, fees, max team counts, college coach details, budgeting, checklist templates, hotels, and more).

• Export Options

  • Export Teams → exports a list of all teams registered for the event
  • Export Roster → exports player roster details across all teams
  • Print Packet → generates a printable packet for the event
  • Exposure Teams Export → exports exposure team data. Note: this export now includes the Pool Score Ranking
  • Event Payment Export → exports all payment details for the teams within the event

• A “View Schedule” button has been added to tournament event pages in the Event App to make it easier for teams and attendees to access schedules once they are published.

  • How it works:

    • Event admins can now add an External Schedule Link in the event settings.

    • When a tournament’s status changes to “Schedule Published,” the primary button on the public event page will automatically change from “View Coverage” to “View Schedule.”

    • Clicking the button will open the external schedule link in a new tab.

      • Fallback behavior:

        • If no external schedule link is provided, the button will continue to display “View Coverage.”

2. Registration:

• Teams
  • Provides a quick snapshot of the status of the registered teams for payments, roster status, compliance, confirmed attendance, and NCAA compliance (if applicable).
    • By using the filter function on the far left of the page, we can quickly filter to the teams of interest based on the criteria above for reminder messages or tracking.

• • When a specific team is clicked on, you can view important details for event tracking and update the status accordingly when needed. It will also share contact information for the program director.
  • Additionally, you can export the Events Payments Export here which will provide you all payment details for the teams within the event.
  • On this page you can also view teams in active/expired proposals (all brand) and then for PD you can view accepted teams due to teams not being generated upon signature.
  • Additionally, you can filter by sales rep to identify the teams applicable to each particular rep.
    • Amidst the drop process, teams can also be filtered if they were removed due to unpaid invoice by selecting Dropped → True.
    • This allows our sales reps to quickly target the teams applicable to winback. Here, they can also re-add the teams that are interested in coming again by clicking on the ‘re-add’ button. It will use the previously stored invoice prices accordingly and move them back to the event if this is selected.

    • 

• Fields
  • This is where we can edit/add the information collected at registration/checkout
• Colleges
  • View college coach information for RSVP'd coaches
  • Export coach details
  • View the RSVP link for college coaches
• Orders
  • Listed chronologically, we can review all ticket orders that have been placed for the specific event.
  • Export orders to quickly send details to check in staff if necessary.
• Tickets
  
  • Edit ticket prices and deals including name, price, start, and end date.
  • The Sync Tickets button (in Ticket Settings on each Event page) updates an event with the latest ticket template.
    • When to Use
      • Tickets didn’t generate when the event was created.
      • The ticket template was updated and needs to be applied.
      • Changes to ticket settings aren’t showing.
• Attendance
  • Tracking for every ticket ordered for the upcoming event including customer name, email, team name, ticket type, and check-in status.
  • If a customer reaches out looking for their QR code to scan upon arrival at the event, we can also copy the QR code for the customer here.
• Upsells
  • Not applicable for tournament events
• Import Teams from AES
  • Used for club volleyball tournaments ONLY
  • Upload the applicable file from AES to the Events App through this tool to update the registration counts.
  • For PRZ 7 on 7 tournaments, upload the applicable team and coach files from Zorts to the EA in this same import section.
• Schedule Requests
  • View and manage all submitted schedule requests by event

3. Operations:

• Venues
  • General
    • Venue name(s) and court space for each location
  • Financials
    • Rate and type (hourly, daily, etc), balance due, deposit if applicable, due dates, and payment tracking.
  • Contracts
    • Upload and view contracts if sent by venue as well as insurance information.
  • Notes
    • Add details if necessary for internal use
• Shipping
  • Tracking for supplies shipped from headquarters to each event location
    • Venue Name, Address, # of Boxes, Tracking Number, and Shipping Date
• Checklist
  • View and edit the applicable event checklist by the department and individual levels along with the due dates for each task
  • Here you can also archive and unarchive a checklist, archive will remove it from the page here.
• Helpful Links
  • The public event links are edited and added here to populate on the registration page including Admission Link, College RSVP link, Facility Guide, Tournament Rules, Hotel Link, SaveAndPlay Policy, Media Request, BallerTV, and Fivestar Photo Galleries.
• Staffing
  • Tracking and calculating of all event staff and their pay / hours.
    • Name, Contact Info, Venue, Role, Shirt Size, Pay, Check Info, and Pay Total.
• Scorecard
  • Assists the Operations team in evaluating event success through operational scorecards.
    • Each event page contains two scorecards designed to capture performance and feedback:
      • Internal Operations Scorecard
        This scorecard measures our internal team’s execution across key operational tasks such as scheduling, staffing, print orders, shipping, venue coordination, and payments. It provides a structured way to evaluate how well our team delivered on the logistical elements that drive a successful event.
      • Event Director Scorecard
        Completed by the event director, this scorecard captures real-time feedback during and after the event. It takes into account factors such as gameplay, coach interactions, check-in processes, and other on-site variables. By gathering this input, we gain valuable insights into the live event experience and areas for improvement.
  • Together, these tools ensure we measure event success from both an operational and experiential perspective.
• Media Coverage
  • Enables our team to display and manage scout details on public event pages for players and attendees to reference.
    • All active scouts are stored in the Events App. To add a new scout, simply search for the individual within this section and update the event page accordingly.
• Event Schedule
  • Allows us to further break down the event into sessions with additional schedules and time frames as applicable.
• Stripe Readers
  • Prior to each Prep Network event, our Operations team ships a POS system to the applicable venues.
    • These devices are used to process on-site payments for tickets and walk-up admissions, as well as scan QR codes for attendees who have pre-purchased admission or registration.
    • Within this section of the event, the Operations team records the device name and serial number to ensure accurate tracking and accountability.
• Championship Photos
  • Ensures that our team captures photos of our division winners at events that apply. To upload, you can simply click the + Add Photo and save accordingly.
• Top Players
  • The Top Players page shows all ranked, Watch List, and Team Roster Top Players
  • You can label players as one or both of:
    • Top Player Cutout
    • Player To Watch
• 4. More:
  • Clone Event -> replicate same event layout to create a new event page
  • Delete Event

5. Overview:

• Total gate revenue, team revenue, and total revenue
• Number of teams by division and breakdown of rostered teams and roster percentage
• Tier Placement: The distribution of teams across different tiers within the event.

6. Registrations:

• Review trends in registrations and the number of registrations added or dropped by day

7. Venues:

• Location details, price, hours, and more

Registration Deadlines

Tournaments

• PRZ: Tuesday at 11:59 PM CST the week of the event

• PD: 12 days prior to the event start date, if event is on 3/1, online registration closes at 11:59PM CST on 2/17

• PGH and PH: 10 days prior to the event start date, if event is on 3/28, online registration closes at 1:00PM CST on 3/16

High School Tournament Notes

This is mainly for PD Sizzle but can be used to run any high school-based tournament event.

When setting up this event in the Events App, select Type > Tournament, then choose Tournament Type > High School.

Registration Fields - Bolded fields are mandatory.

• High School Name - Field Type is Program Search
• Team Name (ie, Maple Grove)
• Age Level - Dropdown (JV, Varsity)
• Head Coach Name
• Head Coach Email
• Head Coach Phone
• High School Program X Handle (@JohnDoe)
• High School Program Instagram Handle (@JohnDoe)

Registration functions the same as club registrations but will not display the Save to Play option or send a Commit Graphic.

Users assigned to manage the program will have access only to the Edit Program and Teams pages, which include rosters.