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How to Sell Merch and Downloads During Registration

Offer physical merch and downloadable PDFs inside your registration flow. Products can be optional line items or digital benefits included with registration.

Prerequisites​

  • Competition organizer permissions
  • Registration add-ons enabled for your team (this is a team-level feature — contact WODsmith to turn it on)
  • A verified Stripe account connected to your team when selling optional paid products

If add-ons aren't enabled, the Merch page shows a locked notice instead of the editor.

Adding a Product​

  1. Open your competition from the Organizer dashboard
  2. Click Merch in the sidebar (under Business)
  3. Click Add product
  4. Fill in the product details:
    • Name — what athletes see (e.g., "Event Tee 2026")
    • Delivery — physical pickup or PDF download
    • Access — optional line item or included with registration (downloads only)
    • Price ($) — the per-unit price for optional products
    • Max per athlete (optional) — caps how many one registrant can order across all sizes
    • Order by (optional) — last day athletes can order, end of day in your competition's timezone
    • Description and Image URL (optional)
  5. For physical products, add Options if the product comes in sizes (e.g., S, M, L, XL)
  6. For downloadable products, upload one or more PDF files and give each a clear display title
  7. Click Create product

To include a shirt in the registration fee, collect sizes with a registration question. Included product fulfillment is currently designed for downloads.

Controlling Availability​

Pick the model that matches how you source the merch:

  • Ordering from a print shop after registration? Set Order by to your print deadline and leave each option's Stock blank. Athletes can order any quantity until the cutoff, and your final counts go to the printer.
  • Selling fixed inventory you already have? Set Stock per option. Sold-out sizes are disabled automatically, and the rare order that slips through during simultaneous checkouts is refunded automatically.
  • You can combine both: "order by June 1, while supplies last."

How Athletes Buy​

Athletes see included downloads and optional add-ons in the registration form, between the coupon field and the order summary. Optional products are added to the same checkout as the registration fee, and the form summarizes whether each selected item is downloaded after payment or picked up at the competition.

After registration or payment completes, entitled PDFs appear on the athlete's permanent registration page and in Settings → Downloads. Each download request checks the athlete's active registration, active membership on a registered athlete team, or completed add-on purchase before serving the file.

Once a product has completed sales, its delivery type is locked so existing purchases keep the fulfillment method athletes bought. You can still update its name, description, visibility, and delivery-specific details.

  • Merch works with free divisions too — a $0 registration with a paid shirt still goes through checkout.
  • Coupons never discount merch; codes apply to registration fees only.
  • Only registrants can buy. There is no standalone store.

Hiding, Editing, and Archiving​

From the products table on the Merch page:

  • Click the eye icon to hide a product from athletes without losing it (e.g., while you fix a price)
  • Click the pencil icon to edit details, sizes, and stock
  • Click the archive icon to retire a product; its sales history stays in your reports

Sizes that have sold units can't be removed — set their stock to 0 instead.

Fulfilling Orders​

The Merch page gives you both reports you need:

  • Print shop summary — total units per product and size. Send this to your printer after the order deadline passes.
  • Pickup list — every athlete with the items and quantities they bought. Use it at the check-in table on event day.

Downloadable products do not appear in physical fulfillment reports; delivery is automatic through the athlete's downloads library.

Refunds​

If a size oversells during simultaneous checkouts, that merch line is refunded automatically and the athlete's registration is unaffected. For other refunds, issue the exact partial amount from Stripe. Multi-item dashboard refunds may need manual reconciliation in WODsmith because Stripe does not identify which checkout line was refunded.

See also: How to Manage Registrations · How to Create Registration Questions