> ## Documentation Index
> Fetch the complete documentation index at: https://docs.uplifter.app/llms.txt
> Use this file to discover all available pages before exploring further.

# What happens when a family registers on my club website, and where do I see it?

> What an online registration creates, where staff find the enrollment, invoice and payment, and why an athlete might be missing from the roster.

<Note>
  **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.
</Note>

For the family's steps, see [How do I register my athlete for a program?](/families/families-registering/register-athlete-for-a-program)

**Enrolling an athlete yourself.** Staff enroll from the athlete profile: see [How do I enroll an athlete in a program?](/club/athletes-families/how-do-i-enroll-an-athlete-in-a-program) and [How do I charge the family when I enroll an athlete?](/club/athletes-families/how-do-i-charge-a-family-when-i-enroll-an-athlete). To pause, cancel or remove an enrollment, see [How do I pause, cancel, or remove an enrollment?](/club/athletes-families/how-do-i-manage-program-enrollments). Each program sets its own sign-up dates: [How do I control when registration opens and closes?](/club/programs-classes/registration-open-close-window)

**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.**

| Where | What's there |
| - | - |
| Program **Athletes** tab (**Registrations > Programs**) | The athlete and their status |
| Program **Transactions** tab | Each invoice line: **Invoice**, **Athlete**, **Guardian**, **Description**, **Date**, **Status**, **Amount** |
| **Financials > Invoices** | The invoice. Search by family, athlete or order reference, then open it for **Payment history** |
| **Financials > Transactions** | The processor record for card and bank payments (a free order shows a \$0.00 "Free checkout" row) |
| Guardian's **Billing** tab (**Athletes > Guardians**) | The family's **Invoice history** |

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](/club/communications/how-do-i-edit-or-turn-off-a-built-in-notification) and tick **Also notify our staff** to copy every staff member, or [create a notification rule](/club/communications/how-do-i-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](/club/money-payouts-accounting/accept-cash-or-e-transfer-at-checkout) 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?](/families/families-payments-billing/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](/club/registration-enrollment/review-and-approve-registration-applications).
* **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](/club/refunds-cancellations/why-drop-in-refunded-automatically)).
* **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?](/families/families-registering/register-athlete-for-a-program) · [Payment vs. transaction: what's the difference?](/club/payments-checkout/payment-vs-transaction) · [How do I manage the athletes enrolled in a program?](/club/registration-enrollment/manage-athletes-enrolled-in-a-program) · [How do I create a notification rule?](/club/communications/how-do-i-create-a-notification-rule)