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Must know
  • Cancel & refund (and a $0.00 cancel) ends the enrollment or registration the line paid for; Refund only returns the money and leaves it active (a store order flips to cancelled only once all its items are cancelled).
  • If the cancellation ends the athlete’s whole enrollment, the family is automatically emailed a Program Cancellation notice (a locked system default you can view but not change).
  • The spot is freed immediately — but it is not auto-filled from the waitlist, and not restored if the refund later reverses.
A refund isn’t only a money action — it also unwinds what the payment bought. This keeps your rosters and the family’s account in sync. The linked record is cancelled — unless you choose Refund only. With Cancel & refund (the default), the athlete’s enrollment or drop-in registration is cancelled at the same time. For a store product, that item is cancelled — and if the order hasn’t shipped yet, its stock is returned automatically. Once an order has been fulfilled, that stock isn’t put back for you, so adjust inventory by hand. The order itself is marked cancelled only once every item on it has been cancelled. This happens whether money went back or you cancelled a line for $0.00. If you pick Refund only (keep items active), the money goes back but the enrollment, registration, or order stays active and nothing below is unwound. The spot opens up. Cancelling an enrollment frees that place in the program. It isn’t handed to the next family automatically, though — a spot freed this way stays open until you promote someone from the program’s Waitlist tab or another shopper claims it. The customer is notified. If the cancellation ends the athlete’s whole enrollment, the family is automatically emailed a Program Cancellation notice so they know the athlete is no longer enrolled. This is a locked system default that goes out for every club — you can view it under your notification settings, but you can’t change its wording, recipients, or timing, or turn it off. (Cancelling one drop-in session out of an enrollment that still has other active sessions won’t send that email.) When money was returned to that same family, they receive the refund confirmation instead of a duplicate cancellation notice. Reversals don’t auto-restore the spot. If a refund is later reversed by the bank, the cancellation still stands — the enrollment is not re-created and the place is not given back. If the athlete should stay enrolled, re-enroll them manually. Related: How do I refund a paid invoice? · Cancel a line item without refunding · What if a refund fails or the bank reverses it? · Why was a paid drop-in refunded automatically?