PlayerFirst Sales Tracker
The Pre-Registration Sales Tracker (CRM) is the system of record for tracking prospective teams through your pre-registration sales pipeline for event season.
Overview
Sales Sheet — the working pipeline: every prospective and in-progress team for your scope, with status, financials, and notes.
Registrations — where real PlayerFirst registrations are matched (or "mapped") to their corresponding Sales Sheet rows.
Dashboard — a rolled-up, goals-vs-actuals view of the same scope, for tracking a program's performance at a glance.
All three live under one page with three tabs, and share the same Year/Season/Filters scope — anything you set on one tab stays set when you switch to another, for the rest of your session.
1. How to Use the Sales Sheet
Sign in to a PlayerFirst website.
On the left navigation, click Programs > Projections & Sales.
The page opens to the Sales Sheet tab by default. Registrations and Dashboard are the other two tabs, shown along the top.
Filtering
Currently applied filters will display at the top left of the page. To manage your filters, select the Filters button at the top right of the page.
Available Filters
Filter | Selection type | Notes |
Sport | Single-select, dropdown | Required. You can only work in one sport at a time. Choosing a Brand in a different sport clears the Sport selection. |
Brand | Multi-select, dropdown | At least one of Sport or Brand must always be set. Every brand picked must belong to the same sport as the Sport filter. The list only shows brands you have access to. Choosing a Brand that conflicts with the current Sport clears the Sport value (and vice versa). |
Club | Multi-select, dropdown | Up to 20 selections. |
Program | Multi-select, dropdown | Up to 20 selections. |
Division | Multi-select, dropdown | Up to 5 selections. Disabled until at least one Program is selected — options are dependent on the chosen Program(s). |
Status | Multi-select, chips | Options: All, Prospect, Interested, Committed, Waitlisted, Out, Registered. |
Program Gender | Single-select, chips | Options: All, Boys, Girls, Coed. |
Season | Multi-select, chips | Options: All, Spring, Summer, Fall, Winter. |
Program Start/End Date | Chips + date picker | Selecting a chip sets the range to that calendar year. Maximum range is 18 months. Some date range is always required. |
Understanding the Analytic Tiles and Statuses
Reading the header
Registered: Count of teams with a status of Registered in your current scope, against the combined program goal (from each program's Number Registered target).
Estimated: Sum of the Est. $ column minus the sum of the Concessions column.
Invoiced: Sum of the Invoiced column, plus what percentage that is of Estimated.
Returning: The number of teams flagged Returning out of total teams in scope (club rows aren't counted), alongside the count flagged New.
Status breakdown bar: A single bar showing the proportional share of every status in scope, with a legend and count per status.
Breakdown of Statuses
NOTE: The different statuses within the Sales Sheet can be used as brands/regions see fit. Once a registration is mapped, the Status will automatically switch between Waitlisted, Out, and Registered as necessary.
Status | Color | Meaning | Notes |
Prospect | Gray | Earliest pipeline stage — a team you're tracking but haven't had real engagement from yet. | Default status for new rows (Quick Add defaults to Prospect. |
Interested | Blue | The team/club has expressed genuine interest, but hasn't committed. | — |
Committed | Orange | The team has verbally/informally committed to the program. | — |
Waitlisted | Yellow | The team is on a waitlist. | Can be set manually, or applied automatically when a row is mapped to a registration whose real status is Waitlisted. |
Out | Red | The team is no longer in consideration — declined, withdrew, or otherwise won't be registering. | Can be set manually, or applied automatically when a mapped registration's real status is Out. |
Registered | Green | The team has completed actual registration in PlayerFirst, and the row is linked to that real registration record. | Selecting this status doesn't just relabel the row — it opens the "Mark as Registered" flow (map to an existing registration, or start a fresh one) rather than setting the status directly. Once linked, the row locks (Team/Program/Division/New-Ret/Est. $/Discount become read-only), and Status becomes the only field still editable — with a confirmation warning before changing it, since that risks drifting from the real registration. |
Managing the Sales Sheet Table
Adding a Club with Teams to the Sales Sheet Table
At the top right of the table, click the Plus button.
A new row will be added. Search for the Club Name name that needs to be added.
If the club exists in PlayerFirst, it will display in the drop down.
If the club does not exist in PlayerFirst, press the Enter button on your keyboard to add a new club.
Fill out the Club Name, Hometown, and State. Then click Create Club.
Once the club is selected, add the clubs respective teams.
Similar to when selecting a club, search for the team name and select the team in the dropdown. If the team doesn't exist yet, type out the team name then press the Enter button on your keyboard.
Select a Program for the team. The programs that are displayed will be an existing program your account has access to. Once the program is selected, select the Division the team has interesting in registering into.
Once a Program and Division is selected for a team, the Est $ will display the division cost.
How to Map a Club and/or Team to a Registration on the Sales Sheet Table
Changing a team's Status to Registered on the Sales Sheet Table opens a modal asking how to link the row to PlayerFirst's system of record.
On the Sales Sheet Table, change a team's status to Registered.
Once Registered is selected, a modal will display.
If the team already registered in PlayerFirst, click Map to an Existing Registration.
If the team needs to be registered and you will be doing so for them, click Register this Team. Follow the registration flow and register for them.
After clicking Map to an Existing Registration, you will be prompted to search and select the registration that matches the team.
Once mapped, the team's row will display with a Lock icon.
Only notes, concessions, and status can be edited on a mapped registration.
Logging Notes & Activity for a Club/Team
Find the row of the Club/Team that you need to leave a note for on the Sales Sheet Table.
On the right side of the table, click the Log Note button in the Actions column.
A menu will display on the right hand side. Log the note, and click Send.
NOTES:
Every note is timestamped and tagged with the user who left it.
Club notes are shared with the whole sport by default, or can be toggled private to just your brand.
Notes can be edited or deleted.
System actions (status changes, mapping, etc.) are logged automatically alongside manual notes.
2. How to Use the Registration Tab on the Sales Tracker
The Registration tab can be used to match registrations to rows on the sales sheet, as well as create rows on the sales sheet based off current registrations.
If there are suggested matches that should be linked, it will be displayed in the banner towards the top of the page.
Linking Registrations to the Sales Sheet Table
Open the Registrations tab on the Sales Tracker page. Use the filters at the top of the page to narrow down the registrations you're working through.
On each registration card you can...
Link it to an existing row on the sales sheet.
Add a row to the Sales Sheet based off the registration.
