Skip to main content
SStandShare

Manage settlement templates

Admin
Roles

Admin

Settlement templates define the math behind every event settlement: which line items run, how each one is calculated, and where the money goes. Getting a template right once means every future settlement runs consistently without manual rebuilding.

Step-up verification required

Creating, editing, and deleting settlement templates requires step-up verification — a second confirmation of your identity beyond your normal login. When prompted, complete the verification using your configured method. If you have not set up verification yet, see Set Up Two-Step Verification first.

Template Scope: Stand vs. Event​

Every template has a scope that determines how it is applied during settlement.

ScopeHow it works
StandOne settlement calculation runs per stand. Use this when each concession stand tracks its own income and pays its own workers.
EventOne settlement calculation runs for the entire event. Use this when you settle the event as a whole, not stand by stand.

Choose the scope that matches how your organization actually tracks money at events.

Access Settlement Templates​

  1. Navigate to Settlement Templates from the admin sidebar.
  2. The left panel lists all templates. Select one to see its details and line items on the right.

Each row in the list shows the template name, scope, whether it is the default, its status (active or inactive), line item count, and version number.

Create a New Template​

  1. Click + New Template in the top-right corner.
  2. Fill in the template details:
    • Name — a descriptive name such as "Standard Home Game" or "Charity Tournament".
    • Description — optional notes about when to use this template.
    • Scope — choose Stand-Level or Event-Level.
    • Set as default template — check this if new events should use this template automatically.
  3. Add line items (see Add Line Items below).
  4. Click Create Template to save.
info

Only one template per scope can be marked as the default at a time. When you mark a template as default, any previously default template in the same scope is automatically unmarked.

Add Line Items​

Line items are the individual calculation steps inside a template. They run top to bottom, and later items can reference the results of earlier ones.

  1. In the template edit view, click + Add Line Item.
  2. Configure the line item fields described below.
  3. Click Add to add it to the template (or Update if editing an existing item).

Label​

The name shown in the settlement breakdown — for example, "Stand Commission", "General Fund Deduction", or "Family Payout". Labels must be unique within a template because other line items can reference them by name.

Category​

CategoryPurpose
IncomeRevenue flowing into the settlement — commissions, tips, flat payments.
FeeDeductions taken from revenue — fund contributions, processing costs.
PayoutThe amount distributed out — to families, funds, or the operating account.
Member FeePer-member charges applied to individual family accounts.

Calculation Method​

How the line item's value is computed:

Manual Entry — the coordinator types in the value at settlement time. Use this for cash deposits or any amount you count at the stand.

Flat Rate — a fixed dollar amount every time. Configure the Amount ($).

Per Worker — a rate multiplied by a worker count. Configure:

  • Rate ($/worker) — the dollar amount per person
  • Count Basis — which count to use:
    • attended — workers who were marked present
    • assigned — workers on the roster, whether or not they showed up
    • manual — a count you enter at settlement time

Percentage — a percentage of another value. Configure:

  • Rate (%) — the percentage, such as 10 for 10%

  • Reference — what to take the percentage of. Options:

    • {All Income Total} — the sum of all income line items processed so far
    • {All Fees Total} — the sum of all fee line items processed so far
    • Any earlier line item's label — for example, Stand Commission

    Example: a "General Fund" fee line item at 15% referencing {All Income Total} will deduct 15% of total income as a fund contribution.

Formula — a custom math expression. Use {label} to reference any earlier line item by name, or use the built-in variables:

VariableMeaning
{All Income Total}Sum of all income line items so far
{All Fees Total}Sum of all fee line items so far
{Net Event Income}All Income Total minus All Fees Total
{Worker Count}Workers who attended
{Assigned Worker Count}Workers on the roster

Example formula: ({Stand Commission} - {General Fund Deduction}) * 0.95

This computes stand commission minus the fund deduction, then takes 95% of that result.

Applies To​

Where the calculated amount is sent:

ValueMeaning
FamilyAmount is credited to the family's account. Every template must have at least one line item with this setting.
Org FundAmount goes to a specific organization fund. You must also select the Target Fund.
OperatingAmount goes to the operating account.
Info OnlyNo money moves — this is an intermediate calculation used by other line items.

Options​

  • Required — this line item cannot be skipped or overridden at the event level.
  • Visible to families — families can see this line item in their settlement details.
  • Active — uncheck to exclude this item from calculations without deleting it.

Reorder Line Items​

Line items run from lowest to highest sort order. Later items can reference earlier ones — a percentage or formula item cannot reference an item that appears after it in the list.

  1. In the template edit view, use the up and down arrow buttons to move line items.
warning

If a Percentage or Formula line item references another item, that referenced item must appear earlier (lower sort order) in the list. Re-ordering items without checking references may cause validation errors when you save.

Edit a Line Item​

  1. Select the template and click Edit.
  2. Find the line item and click Edit next to it.
  3. Make your changes in the modal.
  4. Click Update.
  5. Click Save Changes on the template to persist. Saving increments the template's version number.

Remove a Line Item​

  1. In the template edit view, click Remove next to the line item.
  2. Click Save Changes to persist.
tip

Instead of removing a line item permanently, uncheck the Active checkbox. This keeps the item in the template's history while excluding it from future calculations.

Preview a Template​

Use the built-in preview calculator to test your template with sample numbers before using it on a real event. The preview runs all calculations but does not write any data.

  1. Select a saved template. (Preview is not available during the initial creation flow — save the template first.)
  2. Scroll to the Preview Calculator section.
  3. For each Manual Entry line item, type in a sample value — for example, enter 450 for "Stand Commission" if a typical stand brings in $450.
  4. Set the Workers (attended) count. If your template uses assigned-count basis on any line item, also set Workers (assigned).
  5. Click Calculate Preview.

The preview shows each line item's computed value, which method was used, and where the amount applies. The summary row shows All Income Total, All Fees Total, and Net Event Income.

tip

Run a preview with your real numbers from last season's final event to verify the template matches your expected payout. Compare against the actual settlement report before rolling the template out to a new season.

Set a Default Template​

When a template is marked as default, it is pre-selected whenever a new event is created.

  1. Edit the template you want to make the default.
  2. Check Set as default template.
  3. Save the template.

Only 1 template can be the default at a time. Setting a new default automatically clears the previous one — you do not need to manually unset it.

Duplicate a Template​

Duplicating creates an independent copy you can modify without affecting the original.

  1. Select the template in the list.
  2. Click Duplicate in the detail view header.
  3. A copy named "{Original Name} (Copy)" is created with all the same line items.
  4. Select the copy, click Edit, rename it, and adjust as needed.

The duplicate is never set as the default, even if the source template was.

Deactivate a Template​

Deactivating a template removes it from the template selection dropdown for new events while preserving its history for past settlements.

  1. Select the template.
  2. Click Deactivate in the detail view header.
  3. The template status changes to Inactive.
warning

Step-up verification is required to deactivate a template, just as it is required to create or edit one.

Template Versioning​

Every time you save changes to a template, its version number increments by 1. Settlement records store which version was used, so you can always look back at what rules applied to a specific event even if the template has changed since.

Next Steps​