Reservation Billing
Paid programs create one charge per household per session, collected from the household’s saved card when the session starts. The Reservation billing page is where you follow up on those charges.
How Charges Work
Section titled “How Charges Work”- When a session starts, its reservations are frozen and a charge is created for each household with confirmed swimmers (fee × swimmers, plus sales tax if configured). Anyone still on the waitlist is released without charge.
- A cron job runs every five minutes to collect due charges.
- A declined card marks the charge Payment failed and notifies the household by email and push. Failed charges retry automatically once a day, up to three attempts. Members can retry themselves after updating their card (see Session Charges).
The Billing Page
Section titled “The Billing Page”- Go to Admin panel > Reservations and click Billing (or open Reservation billing from the search palette)
- Summary cards show Outstanding, Failed and Collected totals
- Charges are grouped into tabs:
- Outstanding — Scheduled, Processing and Payment failed charges. Failed rows show the decline reason and the attempt count.
- Collected — Paid and Refunded charges. A charge refunded from the Stripe Dashboard is flagged Refunded in Stripe or Partially refunded.
- Closed — Waived and No charge (voided) charges
Each row shows the household, program, session time, swimmer count and total.
Retrying a Charge
Section titled “Retrying a Charge”Click Retry now on a scheduled or failed charge. The result is reported immediately: “Collected $X from Family”, “Payment is processing; the webhook will settle it.”, or the new decline reason. A charge that is mid-payment can’t be retried until it settles.
Waiving a Charge
Section titled “Waiving a Charge”Click Waive, enter a Reason (e.g. “Pool closed early — session cut short”) and confirm with Waive charge. The household won’t be charged for this session and no further retries will run; the reservations stay on the roster. Waiving can’t be undone, and the reason is recorded on the charge’s audit trail.
Refunding
Section titled “Refunding”Refunds are issued from the transaction page — click Transaction / refund on a paid charge. Refunding the full payment marks the charge Refunded.