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AlphaLeague — Facility setup guide (for the facility administrator)
This is the complete list of things a facility administrator sets up before going live, in the order that works best. Every step names the exact screen. Most steps take a few minutes; the whole list takes an afternoon.
Your two sites
Address What it's for Production https://<your-facility>.alphaleaguesports.com(e.g.nasa.alphaleaguesports.com)Real clients, real bookings, real money. Sandbox https://<your-facility>-sandbox.alphaleaguesports.comPractice. Same screens, same staff sign-in, but every page shows an amber SANDBOX bar, payments are test-only, emails go to one test inbox and text messages are never sent. Try anything new in the sandbox first. Switch between them from your name (bottom-left) → Open sandbox / Back to production.
Legend: ☐ required before going live · ◇ recommended · ○ optional
1. Sign in and secure your account
| ✓ | Step | Where |
|---|---|---|
| ☐ | Sign in with the email and password you were given, then change the password. | Your name (bottom-left) → Change password |
| ◇ | Turn on two-step sign-in for every admin. | Your name → Sign-in security |
| ☐ | Add your staff, each with the right role (Admin, Manager, Front desk, Coach, Referee). Give Admin only to people who manage settings and money. | Administration → Location settings → Users & roles |
| ◇ | Staff hourly rates and job classifications (for the time clock). | Administration → Time clock → Staff & hourly rates |
| ◇ | Review what each role may open (Clients, Scheduling, Billing, POS, Leagues…). | Users & roles → Roles |
2. Your facility's identity
| ✓ | Step | Where |
|---|---|---|
| ☐ | Facility name, time zone (e.g. America/Chicago for Texas) and currency (USD). | Administration → Self service & website → Branding (also asked by the setup wizard on first sign-in) |
| ☐ | Address, phone, description and contact details shown on your public pages. | Self service & website → Website |
| ☐ | Logo, colours, favicon and the wide hero image shown on the client portal and sign-in pages. Check the preview. | Administration → Self service & website → Branding |
| ◇ | Languages clients may choose (English plus Spanish, French, Arabic). | Branding → Languages |
| ☐ | Terms of service and privacy policy (clients accept them at sign-up and checkout). Leave blank to use AlphaLeague's template. | Self service & website → Terms & privacy |
| ◇ | Operating hours (dims closed hours on the schedule). | Self service & website → Branding |
3. Email — so invites, receipts and reminders arrive
| ✓ | Step | Where |
|---|---|---|
| ☐ | Decide the sending address. Without your own settings, email goes from AlphaLeague's address with your facility name. To send as your own domain, fill in SMTP: host, port (587, or 465 for SSL), username = the full mailbox, password, From address = the same mailbox as the username, From name = your facility name. Save. | Administration → Billing → Payment & email setup → Email (SMTP) |
| ○ | Only if your mail host's certificate is expired and they can't fix it: tick Accept the mail server's certificate even if it isn't valid. | same card |
| ☐ | Reply-to address (where replies go — e.g. your front-desk inbox) and who receives staff alerts (new sign-ups, online bookings, payments that need attention). | Administration → Email & alerts → Email alerts |
| ◇ | Check Failed emails after your first invites; it lists bounces with the reason. | Email & alerts → Failed emails |
| ○ | Text messages: Twilio account SID, token and sending number. | Email & alerts → Text messages (SMS) |
| ◇ | Sandbox: set the test inbox all sandbox email goes to (sign in to the sandbox). | Sandbox → Payment & email setup → Sandbox test inbox |
Test: invite yourself as a client (step 9) and confirm the email arrives and its link opens your production site.
4. Card payments
Choose one provider. Both can be configured; the choice decides where new payments go.
| ✓ | Step | Where |
|---|---|---|
| ☐ | Choose Stripe or Constellation Payments. | Administration → Billing → Payment & email setup → Payment provider |
4a. Stripe
| ✓ | Step | Where |
|---|---|---|
| ☐ | In Stripe (dashboard.stripe.com): confirm the account's country is United States and payouts go to your bank. | Stripe → Settings → Business |
| ☐ | Copy the publishable key (pk_live_…) and secret key (sk_live_…) into AlphaLeague. Use pk_test_/sk_test_ keys in the sandbox. | Stripe → Developers → API keys → AlphaLeague Stripe payments card |
| ☐ | Create the webhook: in Stripe → Developers → Webhooks → Add destination: Your account, payload Snapshot, API version 2026-09-30.endive, events checkout.session.completed and payment_intent.succeeded, endpoint = the Webhook endpoint URL shown in AlphaLeague. Paste the signing secret (whsec_…) back into AlphaLeague. | Stripe + Stripe payments card |
| ☐ | Click Test connection — it should name your Stripe account. | Stripe payments card |
4b. Constellation Payments (CSIPay)
| ✓ | Step | Where |
|---|---|---|
| ☐ | Ask Constellation for your API username, password, 64-character shared secret and virtual terminal ID (staging first, then live). | Constellation onboarding |
| ☐ | Enter them; tick Live payments only with the live details (never in the sandbox). Save, then Test connection. | Payment & email setup → Constellation Payments |
| ☐ | Send the Payment notification URL shown there to Constellation support and ask them to register it for order.processed. | same card |
Test (sandbox first): make an invoice for $1, pay it online with test card 4242 4242 4242 4242 (Stripe) or 4111 1111 1111 1111 (Constellation staging), and confirm the invoice shows Paid.
5. Card terminals at the front desk (optional)
| ✓ | Step | Where |
|---|---|---|
| ○ | Turn on card terminals. | Payment & email setup → Card terminals |
| ○ | Add cash registers (e.g. "Front Desk"). | POS → Setup |
| ○ | Register each reader — Stripe: the pairing code on the reader's screen (WisePOS E, S700/S710, Verifone M425…); Constellation: the terminal ID they issued — and pair it with its register. | POS settings → Card terminals (EMV) |
| ○ | Test: POS → sell a $1 item → Pay on card terminal. In the Stripe sandbox, register code simulated-wpe gives a simulated reader. | POS |
6. Spaces and scheduling
| ✓ | Step | Where |
|---|---|---|
| ☐ | Resources: every field, court, rink or room that can be booked, grouped (e.g. Indoor fields, Party rooms). | Administration → Resources → Resources / Resource groups |
| ☐ | Reservation types (Rental, League game, Practice, Private event, Maintenance…), with colour, billable or not, and what clients may do online: Book, View only or Hidden; booking window, lead time, min/max length, self-cancel deadline, members-only, pay at booking (none / deposit / full). | Resources → Reservation types |
| ☐ | Rental rates (price per hour by resource, day and time) and rental types / plans for online rentals. | Administration → Rentals |
| ◇ | Sports (with stat fields and standings rules) used by leagues and tournaments. | Resources → Sports |
| ◇ | Look at the week on Schedule: groups with totals, the current-time line, day/night shading. | Schedule |
7. What you sell
| ✓ | Step | Where |
|---|---|---|
| ☐ | Tax rates and revenue categories. | Membership & Billing → Billing setup |
| ☐ | Billing preferences (invoice numbering, due days, late fees, receipt footer). | Administration → Billing → Billing preferences |
| ◇ | Pre-defined invoice items and program fees. | Billing → Pre-defined items / Program fees |
| ☐ | Membership plans (price, period, auto-renew, waiver) — tick Sell online to offer them in the client Shop. | Membership & Billing → Plans |
| ◇ | Packages / punch cards (e.g. 10 visits) — Sell online to offer them. | POS → Packages |
| ◇ | Coupons (online use optional). | Membership & Billing → Billing setup → Coupons |
| ◇ | POS products and categories, equipment rental, gift cards; brands, suppliers, register favourites. | POS → Products / Equipment / Gift cards and Administration → POS settings |
8. Leagues, programs and tournaments
| ✓ | Step | Where |
|---|---|---|
| ◇ | Seasons and leagues (sport, divisions, fees, public visibility of schedule/standings/rosters), teams with team codes, schedule generation. | Leagues |
| ◇ | Classes and programs (sessions, capacity, age limits, fees, online registration, drop-ins). | Classes & programs |
| ◇ | Tournaments (brackets, public pages). | Tournaments |
| ◇ | Online registration rules (who can register, required fields, payment). | Administration → Self service & website → Online registration |
9. Client self-service (the client portal)
| ✓ | Step | Where |
|---|---|---|
| ☐ | Turn self-service on; decide whether anyone may sign up; choose required / optional / hidden profile fields; menu items and labels; welcome title and message; staff alerts. | Administration → Self service & website → Self-service settings |
| ◇ | Optional bot check on sign-up (Cloudflare Turnstile site key + secret). | same screen |
| ☐ | Document templates (waivers, consent forms) clients sign online; link waivers to membership plans. | Administration → Documents → Document templates |
| ◇ | Video library (shown in the portal) and website content (news, photos, links). | Self service & website → Video library / Website |
| ◇ | Client host — a separate address only for clients, e.g. book.yourfacility.com (ask AlphaLeague support; needs one DNS record on your domain). | Platform support |
| ☐ | Invite your existing clients: one at a time from a client's profile, or in bulk (all with an email and no login). | Clients → client → Invite to self-service · Self-service settings → Invite |
10. Front desk and check-in
| ✓ | Step | Where |
|---|---|---|
| ◇ | Check-in stations, self check-in kiosk and client ID card layout. | Administration → Client settings → Check-in stations / Self check-in / Client ID card |
| ◇ | Client lists, access control and assessment categories. | Administration → Client settings |
| ◇ | Time clock: job classifications and allowed IP addresses. | Administration → Time clock → Job classifications & IP restriction |
11. Your public website integration
| ✓ | Step | Where |
|---|---|---|
| ◇ | Link your website to the client portal (https://<facility>.alphaleaguesports.com/portal) and public league pages (/public/leagues). | your website |
| ○ | Embed leagues, tournaments or programs in your own site with the iframe snippet (/embed/...). | Self service & website → Website (embed code) |
12. Import your data
| ✓ | Step | Where |
|---|---|---|
| ◇ | Import clients (CSV), then check for duplicates. | Clients → Import CSV · Clients → Audit clients |
| ◇ | Recreate active memberships and upcoming bookings, or ask AlphaLeague support to import them. | — |
13. Go-live checklist
| ✓ | Check |
|---|---|
| ☐ | Production uses live payment keys; the sandbox uses test keys (the sandbox refuses live keys). |
| ☐ | A $1 real card payment on production succeeds and shows Paid; refund it from POS → Transactions or the invoice. |
| ☐ | An invite email to yourself arrives from the right address, and its link opens production. |
| ☐ | A test client can sign up / accept an invite, book, buy and pay in the portal on a phone. |
| ☐ | Staff roles are right (front desk can't open Administration). |
| ☐ | The Stripe webhook (or Constellation notification URL) shows successful deliveries. |
| ☐ | You know where help is: Help → https://docs.alphaleaguesports.com |
Where things are if something goes wrong
- A screen shows an error reference like
E-7K3D9QXM— send it to AlphaLeague support; it identifies the exact problem. - Email not arriving → Email & alerts → Failed emails shows why.
- A payment taken but not on the invoice → staff get an alert email; the payment is recorded automatically once the provider confirms it (Stripe webhook / Constellation notification).