MNIA event management guide

A practical reference for running MN Insurance Alliance registrations in WooCommerce.

Updated September 11, 2026. AI and MCP instructions

Start here

Sign in to MNIA WordPress with your own account. Use WooCommerce → Orders for registrations, Products for prices and inventory, and Pages for event descriptions. Use “Lost your password?” on the login screen if needed.

MNIA Manager provides site content and WooCommerce access without WordPress user, plugin, theme or core administration. This role covers content and commerce across MNIA; it is not limited to two event pages. Ask the administrator about access problems rather than sharing an administrator account.

Your daily workflow

1. Open WooCommerce → Orders and identify the event from the purchased product.
2. Check quantity, order status, payment method, company and attendee names. Order notes may contain team or guest details.
3. Add missing attendee information to the roster after confirming it with the registrant. Keep website orders and legacy SignUpGenius registrations clearly identified.
4. For checks, confirm actual receipt before recording payment or fulfillment. An order alone is not proof of payment.
5. Review availability in the product’s Inventory tab. Do not subtract a sale manually if WooCommerce has already adjusted stock.
6. Before cancellations or corrections, inspect the order history and whether stock was restored. Escalate uncertain payment changes and refunds to the event owner.

Event examples

Braemar 9-Hole Scramble — page 2600. September 29, 2026, 1:00 PM shotgun at Braemar Golf, Edina. A relaxed par-3, nine-hole outing lasting approximately 2–2.5 hours, followed by happy hour and snacks.

Water Mitigation Education and Family Feud — page 2601. October 29, 2026, 9:00 AM–4:00 PM at Rush Creek Golf Club, 7801 County Rd 101, Maple Grove, MN 55311. CE credits will be applied for.

Registration reference

These are opening website allocations, verified against products on September 11. They are not a live availability feed. Always read current inventory before making changes; never restore these numbers after sales.

The seven available choices are published simple, virtual products, hidden from the normal catalog, with stock tracking enabled and no backorders. Catalog hiding does not make a direct product URL private. The two unknown-capacity choices remain drafts without assigned inventory.

Water attendee registrations include lunch. Vendor registrations allow at most two attendees per company; this currently requires manual review across orders. A Class Sponsor includes two company employees. A Golf Foursome purchase represents a team of four.

Four free Water attendees and three Water sponsorships were already recorded in SignUpGenius. Opening website stock already excludes them. Preserve those legacy records; do not create replacement orders or deduct them twice.

Edit an existing event

1. Open the exact page or product ID from the reference above.
2. Read the current values and record what you intend to change.
3. Update only the approved description, price or capacity. Preserve flyers, registration shortcodes, branding and unrelated fields.
4. Preview page changes on desktop and mobile. Check each registration link and cart total.
5. After saving, reopen the public page and re-read the product settings.

Public page updates take effect immediately. If page copy quotes availability, reconcile it with current WooCommerce stock. Do not leave old quantities in the description.

Create a future event

1. Collect the approved title, date, time, address, description, prices, remaining capacities, sponsor benefits and company limits.
2. Inspect an existing Holiday Party/BCA product as the configuration reference without modifying it.
3. Create new draft simple, virtual products with unique event/year SKUs. Hide them from the catalog. For known capacities, enable stock tracking and disable backorders. Leave unknown-capacity choices draft and unavailable.
4. Build a draft page using the established MNIA event layout and the new product IDs. Clearly explain what each purchase includes and how attendees provide names.
5. Test prices, quantities, cart and checkout without placing an order. If testing requires published products, use approved published-but-hidden products while the page remains draft.
6. Verify Pay by Check, mobile layout and the final event details. Publish after the event owner approves the completed result, then record the IDs and public links.

Use WooCommerce for registrations with free attendees, paid vendors, sponsors and separate capacities. Do not duplicate legacy registrations as test orders.

Payments: checks and Stripe

Pay by Check was verified enabled on September 11. The instructions direct registrants to Lori at 651-888-0254 to arrange payment. Keep those instructions intact.

The official Stripe gateway is installed and active, but card payments were disabled pending account connection and testing at the last verification. Read current settings before assuming this status is unchanged.

1. Open WooCommerce → Settings → Payments → Stripe and choose Complete setup / Create or connect an account.
2. The authorized MNIA representative signs in to the correct Stripe business account and completes business, identity and payout details directly with Stripe.
3. The administrator verifies the connection and webhooks, preserving Pay by Check.
4. Arrange a controlled test before accepting cards. Stripe test mode has a separate connection; submitted test orders can affect order records, email and inventory. Do not leave the public site taking test payments.
5. Verify live mode, payment tracking and both checkout methods before announcing card availability.

Official Stripe connection steps · Official Stripe testing guide

Working with an AI assistant

Open the AI and MCP instructions, connect WPVibe using your own approved identity, and begin with the read-only inventory check. A written instruction does not replace WordPress permissions. Individual manager-account MCP access still needs verification.

Keep customer records, credentials, verification codes and banking information out of public guides and shared AI prompts. Ask for aggregate registration counts when names are unnecessary.

Decisions still needed

Confirm capacities for the Golf Lunch Sponsor and free Pair Me With a Team choices before opening them. Agree on attendee-name collection and company-limit checks. Complete Stripe connection and testing with the authorized owner.

This guide is public operational documentation. It contains no passwords, private roster or account directory.