Find paid coaches for your event, send them offers, see who's coming, and pay them, all from one page. Teddy texts each coach their offer, reminds them until they answer, and sends their check-in link on event day. Your roster updates as they reply.
Steps 1 to 3 are set up once per event. After that the page mostly runs itself: you pick coaches, and Teddy handles the back and forth.
Click Coaches in the left sidebar. The page is called Manage Coaches.
Hover over the grey tick in the Pay column to see why. The Pay button appears once all of these are true:
• The coach accepted their offer
• They are checked in
• They have connected a payment account in their staff portal (turn on the Payment Account column to check)
• There's a stipend amount on their row
• Your own payment account is connected
Changing a status to Paid by hand doesn't send any money. It only changes the label.
| Status | What it means | Shown by default? |
|---|---|---|
| Interested | Signed up for your event. Nothing has been sent to them yet. | Yes |
| Offer Sent, Awaiting Coach | You picked Send Offer. Teddy has texted the offer and is waiting for YES or NO. | Yes |
| Confirmed | They accepted. They're on your staff for the event. | Yes |
| Checked In | They arrived on event day. | Yes |
| Paid | Their payment has gone out. | Yes |
| Standby | On your waiting list, usually because Coaches Full is on. | No |
| Not Available | They said NO, or their offer expired without an answer. | No |
| Canceled | They accepted, then dropped out. | No |
| Transferred | They gave their spot to another coach. | Yes |
| No Show | Confirmed but never arrived. | Yes |
| Program Already Represented | You already have a coach from their program. | No |
| Event Was Cancelled | The event was cancelled. | No |
Hidden rows are counted in the banner above the table, for example "4 hidden (Not Available: 3, Standby: 1)". Click Show all to see them, or use the Status filter.
Reminders and expiry are set when the offer is sent, based on how far away the event is. When an offer expires, the coach is marked Not Available, they're told the spot has been released, and you get a text.
| Event starts in | Reminders after the offer | Offer expires after |
|---|---|---|
| More than 2 weeks | 1 day, 2 days, 7 days | 9 days |
| 1 to 2 weeks | 1 day, 2 days, 4 days | 6 days |
| 3 to 7 days | 12 hours, 1 day, 2 days | 3 days |
| 1 to 3 days | 4 hours, 12 hours | 1 day |
| Less than 1 day | 2 hours | 6 hours |
Click the paper-plane icon next to the coach's name (it shows while their status is Offer Sent), then Resend. They get the offer again, worded like the first one, with a new link, and the clock starts over. Coach declined or expired and now wants the spot? Set their Status to Send Offer instead.
Set a rate if needed and change their status to Send Offer again. If a coach texts YES after it expired and the spot is still open, Teddy sends the offer again for you.
Click the ✉ icon next to their name. It goes from your own email address, and their reply comes straight to your inbox.
A coach on more than one shift shows as one row with "2 shifts". Click it to expand. They get a single offer text and can accept all, decline all, or choose shifts on the offer page.
Click the trash icon and Remove, for example for a duplicate. It only hides them from this page: their record is kept, and it doesn't cancel their spot or stop their texts.
Pick Declined in the Status filter to see every coach who answered their offer with NO. Offers that expired without an answer show Expired in the Response column instead.
Download saves a spreadsheet of the rows you're looking at, or only the rows you've checked.
Turn on hotel tracking on the event's Travel tab and every coach who accepts is asked if they need a room. Hotel Rooms on this page shows the answers.
Click Ask Teddy on the page. He can do a lot for you, for example "Offer Jordan Lee $300 flat fee", "Who hasn't accepted yet?" or "Send reminders to coaches who haven't accepted." For anything that sends a text or payment, he shows you a Confirm button first.
Real messages, shown for a sample coach (Jordan) at a sample event (2027 Summer Classic Showcase, Jun 19 to 20, hosted by All-Star Event Company). Texts come from Teddy at +1 (443) 582-0095.
Hi Jordan,
All-Star Event Company would like to offer you $300 to work 2027 Summer Classic Showcase.
You submitted interest in this event and they've selected you. Your spot isn't held until you accept.
This offer expires Sat Jun 5. After that the spot goes to another coach.
Texts to the operators on the event, so you hear about changes without watching the page.
At any time, a confirmed coach can text "I can't make it" (or reply UNABLE to the week-before reminder). Their spot is released and you get a text. Before accepting, they just reply NO. Words like STOP or CANCEL are phone-carrier opt-out words. A coach who texts one of them stops getting every Tourney Direct text, including their offer. To opt back in, they reply START, and Teddy re-sends any offer that's still open.
Signing up doesn't reserve anything, and neither does getting an offer. A coach is only on your staff once they accept.
The new rate saves, but the coach isn't told. Resend the offer or email them so they know.
Coaches connect a payment account once, in their staff portal, and it works for every event. The Payment Account column shows who's ready.