Must know
- Pick a charge method. Card on file (or Bank account on file), Send invoice, Gift card, Cash or Comp ($0 invoice). A method you can’t use is greyed out with the reason. To use a gift card, send the invoice, then take payment on it.
- Taking money needs Create Financials. Card, cash and gift card payments need that permission. Send invoice and Comp don’t.
- Programs that bill on a schedule ask first. Choose Charge the first period now, Start billing at the next period or Comp this enrollment.
- No payment plans or account credit. Neither applies when you enroll from the admin dashboard. If a card is declined, the athlete stays enrolled.
1
Answer the billing question and start date
For a program that bills on a schedule, choose Charge the first period now (bills today), Start billing at the next period (nothing today) or Comp this enrollment ($0 invoice, no recurring billing). Only the first leads to a charge method. For Entire program, the required Start date defaults to today in your club’s time zone.
2
Check the membership, punch card and amount
A required membership the athlete doesn’t hold is added to the charge (Remove takes it off, Add back undoes that). A punch card the family holds is used unless you choose Pay instead. Type over Amount, or select Use next to a suggestion such as Full price or Prorated.
3
Choose the charge method
Check “Billed to [guardian name]”, then pick a Charge method. For Gift card, read Using a gift card below before you confirm.
4
Review and confirm
Select Remove or Add back on a discount. The totals list Subtotal, discounts, tax and any Service fee or Surcharge, then Total and Due today (0 invoice)**.
When a method is greyed out. It says why, such as “No usable card on file”. Comp is always available, and while payment setup is incomplete so is Start billing at the next period. For an athlete with no guardian account, a warning asks you to link a guardian or comp them in, and that comp raises no invoice.
Using a gift card. The field needs the card’s full code, and the dashboard shows only the last four digits. Choose Send invoice instead, then apply the card with Take payment on that invoice. A code that isn’t on the family’s account is refused (“That gift card number is not on this family’s account.”) only after the athlete is already enrolled and the invoice already emailed. If you see it, don’t confirm again: close the tray and use Take payment on the invoice.
Can I review or change the invoice before it goes to the family? Yes: everything above is editable until you confirm. There’s no draft: confirming raises and emails the invoice straight away. A comp’s $0 invoice isn’t emailed.
What happens when you confirm. Send invoice leaves the invoice Unpaid to pay online. Cash, or a gift card that covers the total, marks it Paid. A card or bank charge shows Processing until confirmed. Start billing at the next period raises no invoice today. A message confirms it, such as “Enrolled. Invoice [reference] paid.”
Limits. “Payment plans aren’t offered on manual enrollments. Families can choose one at checkout.” Credit shows as “Account credit available: [amount] (not applied here)”. If the price changes before you confirm, nothing is charged and the totals refresh (“The price changed since this was prepared. Review the updated totals.”). A double-click on confirm never charges twice. Comp after Charge the first period now comps only today’s charge. Recurring billing still starts.
Related: How do I enroll an athlete in a program? · How do I create and send an invoice? · What are recurring charges? · How do I add or remove account credit for a guardian?