Admin Booking, Moves & Refunds

From a session’s Registrations tab you can register a member directly, charging their card or the reader, and later move or cancel that registration.

Booking a Lesson

1. Open the session’s Registrations (N) tab and click Book Lesson
2. In Book a lesson for a member, search the Family by name, account ID or member number — results show whether a card is on file
3. Pick the Participant (roster members and login-holders in the family) and the Class (each option shows time, price and spots left)
4. Check the price box — enrolment, subtotal, Sales tax and Total for the family’s account type
5. Under Charge to, choose Card on file, Tap reader or Book without payment (comp — no charge). A comp needs a Justification of at least 10 characters, recorded for auditing.
6. Optionally tick Apply a discount, enter the Amount off ($) and a Reason (10–300 characters; shown on the family’s receipt as a “Discount — reason” line)
7. Click Book & charge, Book & charge on reader or Book without payment

If the class is full you’ll see “This class is full (8 cap).” and must tick I understand — book this lesson anyway, exceeding the cap. to proceed. Reader bookings show “Waiting for the family to tap…” until the card is tapped; the card is saved on file for next time.

Note

A discount can’t cover the full price (“use Book without payment instead”) and the discounted total must stay above Stripe’s 50¢ minimum. Discounts don’t apply to comped bookings.

Moving a Registration

Click Move on an enrolled row. In Move registration, pick the Destination class (options show name, days and time). The summary reports capacity and what happens to money:

• “Same price — the seat moves with no charge or refund.”
• “Refund $A and charge $B — net $C more” (or “net $C back to the family”)
• “The new class is free — refund $X and enroll at no charge.”

When the price changes, choose Charge card on file or No charge (comp / record) with a reason, and optionally a Refund note. A full destination can be overridden (“move anyway (over capacity)”). Moves stay within one session and refund only the original lesson’s own charge.

Cancelling and Refunding

Click Cancel on a row. The Cancel registration dialog explains the payment state — no linked payment, a comp, already refunded, and so on. When a refund is possible, tick Also refund this lesson’s fee ($X, plus any tax) to the family, add a Reason (optional) and click Refund & cancel; otherwise Cancel registration.

Tip

The refund covers only this registration’s line on the payment. Other lessons bought in the same checkout stay paid. If the payment has no matching line (for example it was already refunded), you’re pointed to the payment’s transaction page instead.