The promotion guide

Getting started

Set up your promotion and learn the toolset

Welcome to your promotion toolset

iVenza gives fight promoters one home for the whole job: build fight cards, scout and book fighters, collect medicals, signed contracts, and walkout songs, and sell tickets - from your phone or the web app.

The whole app reshapes around you: your nav is fight cards, fighters, and your pipeline - not classes and lesson plans. Your dashboard opens to upcoming events with what needs doing (open slots, offers waiting on an answer), and every count on it is a door - tap one to open the screen behind it.

Fighters you book aren't just names on a card - when they accept an offer they join your promotion, so chat, documents, notifications, and their compliance checklist all just work.

Your Calendar tab is the read view of everything with a date: fight cards, ticketed events, camps, and any competition on the schedule. Not sure what a dot means? Tap the key under the month and it names every color showing, with a count. The button in the header opens every event your athletes are on, in one list.

Replay the guided tour any time from More, or start with your setup checklist.

Screens teach themselves. The first time you open a screen after the tour, it runs its own short walkthrough - one walkthrough per launch, so they arrive as you go instead of all at once (if one is due and the app has already shown a walkthrough since you opened it, it waits for the next time you open the app). To see them again: on mobile, More and then Replay section walkthroughs; on the web, the Page tour button in a page's header.

Create your promotion

Create your promotion from your dashboard, your Promotion tab, or the setup checklist: name it and choose the combat sports your cards put on. Belts, classes, and gym billing stay out of your way - a promotion gets the matchmaking surfaces instead.

Invite your matchmakers from Team & permissions on your Promotion tab - a single-use invite by email, text, or link seats them directly as a Matchmaker, which is the default there. Keep it that way for anyone who books fights: a Staff seat can't open fight cards, offers, the pipeline, or compliance. Owners show as Promoter and matchmakers as Matchmaker.

Everything on the promotion - events, prospects, questionnaires, compliance, and contracts - lives under your org.

Message everyone on the card

To tell one card something - weigh-in times, a venue change, call times on fight night - tap Message this card on the fight card. It goes only to the fighters on the app who are confirmed on that card.

Message every fighter on your dashboard reaches everyone in your promotion instead - every fighter you have ever booked, matchmakers, and staff. Fighters join the moment they accept an offer, so you never have to build a list.

The note lands in their notifications and goes out by email and push. Nothing sends until you press the button.

For a one-to-one conversation use Messages instead - a broadcast is an announcement, not a thread.

Fight cards & offers

Build events, fill bouts, and send fight offers

Build a fight card

Create an event from Fight cards in the web app, or Events & fight cards on your Org tab in the mobile app: name, date, venue, and doors time. The card stays a draft until you announce it.

Add bouts to the card - discipline, weight class, rounds, and a title-fight flag. Each bout has two slots, and the card orders bouts with the main event on top.

Fill a slot two ways: book a fighter on the app through a fight offer (a pipeline prospect with an account gets an offer too), or confirm an off-app prospect straight from your pipeline. Clear slot takes a fighter off the bout and tells them in the app, and canceling the event tells booked fighters, withdraws offers still waiting on an answer, and closes ticket sales linked to the card. A canceled or completed event can be reopened.

Once a slot is confirmed, that fighter's compliance checklist materializes automatically for the event - see Fight-night compliance.

Send fight offers

From an open slot, a fighter's profile, or a prospect in your pipeline, send a fight offer: from a profile or a prospect you pick the slot first (the best fits for their weight class lead), then add the purse, a message, and an optional expiry. The purse is recorded for the agreement only - no money moves through iVenza.

The fighter gets a notification and answers from their Fight offers inbox. Accepting books the slot, moves them to Booked in your pipeline, and automatically joins them to your promotion.

One live offer per slot: withdraw a pending offer from the card if plans change. An offer that expires unanswered shows Offer expired on the card, and you can offer the slot to someone else straight away.

Keep the conversation going in Messages - booked fighters are members, so DMs, broadcasts, and documents all reach them.

Recruiting fighters

Find fighters, run your pipeline, and take intake forms

Find fighters

Search the fighter marketplace from Find fighters: every athlete who has published a fight resume, with record, weight class, stance, reach, location, and highlight links.

Fighters opt in themselves, so profiles are self-attested - treat the resume as the conversation starter and verify the record like you would anywhere.

From a profile you can add the fighter to your pipeline or offer them a fight on one of your cards directly. Someone already in your pipeline opens their prospect instead of being added twice.

Your recruiting pipeline

The pipeline tracks every fighter you're recruiting - in-app or off-app - through stages: Scouted, Contacted, Offer sent, Accepted, Booked, Passed.

Add prospects by hand (name, discipline, weight class, record, contacts), from the marketplace, or automatically from questionnaire responses.

Each prospect keeps a timeline of notes and stage moves, the questionnaire answers they sent, and the card they're booked on. A prospect with a iVenza account gets a fight offer (Offer a fight on their page, or Book from pipeline on an open slot); one without an account is booked straight into the slot, and you handle their compliance on their behalf.

Fighter questionnaires

Build an intake form once - short answer, paragraph, number, date, multiple choice, and yes/no questions - and share one link anywhere. No account is needed to fill it out.

Moving from Google Forms? Use Import with AI in the builder: paste your form's share link (forms.gle or docs.google.com), snap a photo of it, upload its PDF, or paste its questions, and the whole thing is rebuilt here for you to review and save.

Every submission notifies your staff instantly and lands in your recruiting pipeline as a prospect (or attaches to an existing one).

Review responses per questionnaire and export everything to CSV.

Compliance & contracts

Medicals, licenses, W-9s, bout agreements, and walkout songs

Fight-night compliance

Set your requirements once on your Org tab - bloodwork, eye exam, physical, W-9, contract, and fight photos - with validity windows for the medicals. Every confirmed fighter on a card gets a checklist for that event automatically.

Fighters submit from their own checklist: they upload documents and enter each medical's expiration date. Your board shows everyone's status and a Cleared badge judged at fight night - an item that lapses before the event date doesn't count. A fighter whose approved medical would lapse before fight night can renew it from their checklist with the new document and its expiration date.

Need state or federal licenses, EKGs, or anything jurisdiction-specific? Add them as custom requirements - fighters can upload those documents too.

Review each item from the board: open the submitted file, approve (with a validity date for medicals), send back with notes, waive it, or upload on the fighter's behalf - and fighters can re-open what they submitted on their side. Automatic reminders chase missing items before the event and expiring medicals at 30, 7, and 1 days out.

The W-9 is filled in-app onto the official IRS form and attached as a PDF - the fighter previews and signs the official document, and the tax ID is written into the PDF and never stored.

Bout agreements & e-signing

Write contract templates once with merge fields for the fighter's name, opponent, event, weight class, and purse - each contract resolves and freezes the text when you create it.

Have your own bout agreement already? Upload it as a PDF instead and place the signature, date, name, and initials boxes right on the document (drag them into place on the web console). Fighters review the actual PDF before signing, and the signed copy is stamped onto your document with a certification page.

Create a contract from the bout: the purse prefills from the accepted offer, you preview the resolved text, and send it for signature.

In-app fighters sign right on their phone; off-app prospects get a login-free signing link you can copy and text. Every signature captures the legal metadata: IP, device, timestamp, and a document hash.

On signing, the fighter's compliance item clears and both sides get an emailed PDF copy of the signed agreement.

Collect walkout songs

Every fighter booked on your card adds their walkout song from their own fight checklist, and you get the whole list in walkout order - who walks out when, what plays, and who still owes you a song - without chasing anyone by text. When it's ready, send your DJ the run sheet in one tap.

On your phone, go to Events & fight cards on your Promotion tab, open the fight card, and tap Walkout songs. On the web app, it's the Walkout songs tab on the event. The top line counts the songs that are in and says how many are still missing or sent back.

The list runs in walkout order, not card order: the last bout on the card walks out first and the main event last, and in each bout Fighter B walks out before Fighter A. Each fighter shows where their song stands - Missing, Waiting, Locked in, or Sent back - and a fighter with no account is tagged Off-app.

Fighters fill in the song, the artist, a Spotify, Apple Music, YouTube, or SoundCloud link so the DJ plays the exact version, where to start it (like 0:45), whether to play the clean (radio) version, and notes for the DJ. There's nothing to switch on: every confirmed fighter already sees the song card on their checklist. A missing song never holds up Cleared to fight, and no audio files are uploaded - the link, title, artist, and start time are what your DJ works from.

Tap a fighter to act on their song:

• Lock it in when it's the one that will play. If the fighter changes it after that, you're told.

• Ask for another song when it won't work, and say what should change - the venue needs the clean version, for example. The fighter sees your note on their checklist and picks again.

• Enter their song yourself for an off-app fighter, or one who told you in person. A song you enter is locked in right away, and a fighter on the app is told what will play.

• Open the link in Spotify, Apple Music, YouTube, or SoundCloud to hear the exact track.

Remind fighters missing a song notifies every fighter on the app who hasn't sent a song yet, or whose song you sent back. Nobody is reminded twice in one day, so it's safe to tap again tomorrow.

Share run sheet sends the list as text in walkout order - each fighter's song, link, start time, clean-version flag, and notes - ready to message to your DJ. On the web app, Copy run sheet puts the same list on your clipboard, and Download CSV saves it as a spreadsheet for your production crew.

You get a notification when a fighter sends a song for the first time, or changes one you already locked in or sent back, and tapping it opens this list. Edits while a song is still Waiting stay quiet, so a fighter adjusting the start time doesn't flood your notifications.

Ticket sales

Box office, fighter allocations, and the live sales board

Sell tickets & track sales

Sell tickets through the ticketing engine: create a ticket event from your fight card (or link one you already listed) with tiers, capacity, a seating chart, and a public page.

Fighters can sell their own allocations: from a confirmed bout they create or link their own ticket event tied to your card, so fans buy from the fighter they're supporting. Payouts go to whoever sells - the board just rolls it up.

The Ticket sales board shows the whole card live: per-seller sold, collected, and remaining, plus totals. Use Request recall to open a DM with a seller about unsold inventory.

Fight photos fighters submit on their checklists collect in the event's Poster photos gallery - grab them for the poster and socials.

Fans: who to sell the next card to

Fans keeps everyone who has bought a ticket to one of your cards - and everyone on an attendee list, even by name alone - in one list, with the event and ticket each one held and their lifetime spend.

"Selling now" at the top shows every upcoming event's pipeline: how many people are reaching out, agreed, arranged and paid, and how many fans have not been asked yet. Tap Ask fans to put the people you pick on that event as Reaching out, optionally pitched at one ticket tier.

Work the list from the event's attendee list, moving each person to Agreed or Paid as they answer. Add people any time: one at a time, from your contacts, or by pasting a list.