Skip to main content
Must know
  • Every online order creates an invoice. Card and bank payments also show under Financials > Transactions.
  • The athlete appears on the program’s Athletes tab, and the charge on its Transactions tab.
  • Families get the Program Enrollment email. Staff get nothing unless you add them.
  • Not every payment is final at checkout. Families are told bank payments take 1-3 business days to confirm. Cash or e-transfer orders enroll right away but stay due until you record the payment.
For the family’s steps, see How do I register my athlete for a program? Enrolling an athlete yourself. Staff enroll from the athlete profile: see How do I enroll an athlete in a program? and How do I charge the family when I enroll an athlete?. To pause, cancel or remove an enrollment, see How do I pause, cancel, or remove an enrollment?. Each program sets its own sign-up dates: How do I control when registration opens and closes? What the order creates. A completed checkout creates an invoice and enrolls the athlete. The family’s receipt shows the invoice reference as their order reference (INV-[number]-[code]). Card and bank payments also record a payment and a processor transaction. A cash or e-transfer order gets no transaction at checkout, and recording the payment adds none. One appears only if you later charge a saved card, bank account or terminal for the same invoice. Where staff see it. Until someone registers or pays, the Transactions tab reads “No transactions yet. Transactions will appear here once athletes register or pay for this program.” What the family gets. The Program Enrollment email goes out as soon as the athlete is enrolled. It’s a built-in rule that starts on. You can reword or switch it off under Settings > Communication > Notifications. Alerting your staff. Staff aren’t emailed by default. Edit the built-in rule and tick Also notify our staff to copy every staff member, or create a notification rule on the Program Enrollment trigger, scoped to the programs you choose and sent to Staff & Coaches. What each payment method shows.
  • Card: the family sees Order Confirmed and the invoice reads Paid.
  • Bank (ACH): the family sees Payment Submitted: “ACH bank transfers take 1-3 business days to confirm.” The invoice can read Paid while its transaction shows Authorised until the bank settles it.
  • Cash or e-transfer: the family sees Registration Confirmed and the athlete is enrolled right away. The invoice notes the method they chose (for example, “Family chose to pay by Cash at checkout.”) and stays due until you record the payment with Take payment.
Guardian roster. Creating an athlete, joining a waitlist, applying, signing a waiver or buying on your club website puts the guardian on Athletes > Guardians. Registered, but not on the roster?
  • Declined card: no order was placed and no spot reserved, so there’s no invoice either. See What happens if my payment is declined at checkout?
  • Application Required program: the request waits on the program’s Applications tab until you approve it.
  • Full program: if the family joined the waitlist, the athlete shows as Waitlisted on the Athletes tab. If the program filled while they were checking out, the registration is usually cancelled, refunded if they paid, and the family emailed to join the waitlist. The exception is a family signed in and buying for an athlete in their family account, which is not refunded automatically: the payment stands with no spot held, so add capacity or return the payment by hand (why).
  • Single sessions only: the athlete shows as Registered (Filter, then Status), or with a Sessions count on a drop-in-only program.
  • Cancelled: the row stays, marked Cancelled.
  • Different program: open the athlete from Athletes > Directory and check their Programs tab.
Related: How do I register my athlete for a program? · Payment vs. transaction: what’s the difference? · How do I manage the athletes enrolled in a program? · How do I create a notification rule?