Must know
- Cancelling never refunds by itself. Staff with the Edit Financials permission can tick Also refund this enrollment in the Cancel enrollment? dialog, or refund later from the invoice.
- The dialog refunds the program fee only. A required membership billed with the promotion stays with the athlete and is refunded separately from the invoice.
- A fee the family paid when they joined the waitlist is not refunded when you remove them. Refund that invoice from Financials.
- Cancelling an athlete who held a spot runs Automatic Promotion if it is on.
Refunding in the dialog. If the athlete has a refundable payment and you have Edit Financials, the dialog shows Also refund this enrollment, unticked. Cancel enrollment then cancels and refunds in the same click; if the refund fails, retry from the invoice. Without Edit Financials, you see the plain cancel. For the amount and where the refund can go, see How do I cancel an enrollment and refund it in one step?.
The promotion charge. Promotion bills what is still owed: the program fee plus any required membership, on one charge. The dialog refunds only the program fee. The cancel does not end the membership; refund it from the invoice if you want.
If the family paid at join. Your club can charge the program fee or membership when a family joins the waitlist (Settings > Registration > Waitlists). Remove warns: “Removing them does not refund it; refund the invoice from Financials.” Nothing refunds a join payment automatically, even for a family never moved into the program. A membership bought at join stays with the athlete. See Choose when families pay for a waitlist.
Payment plans. If the enrollment is on a payment plan, clicking Cancel enrollment asks whether to Keep collecting (installments run on their existing dates) or Stop collecting (the rest is forgiven).
What else happens. Cancelling a promoted or active enrollment stops any recurring charge on it, and cancelling an active one sends Program Cancellation only if your club has turned that rule on (see Which emails does a family get when I refund or cancel?). If the athlete held a spot and Automatic Promotion is on, the next athlete in the line’s current order is promoted. You can change that order with the up and down arrows on the Waitlist tab. Nobody is promoted if there is no room or the required membership cannot be bought. Removing a family with an open offer withdraws it.
Related: How do I cancel an enrollment and refund it in one step? · How do I refund a customer on a paid invoice? · How do I choose when families pay for a waitlist? · What happens when a spot opens in a full program?