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Participant Account

Organizations using our CampDoc / SchoolDoc online registration system have access to powerful financial tools within the Accounts tab of a participant’s profile. In addition to processing payments and refunds, setting up or deactivating payment plans, and voiding transactions, our Financial Control and Reporting Tools also provide robust transaction tracking, attribution management, and comprehensive financial reporting capabilities. If your organization is not yet using our registration system and would like to learn more, please contact your Client Success Manager.

Payments can be automatically transferred between an individual participant’s sessions using Transfer line items, while Custom Adjustments provide flexibility for managing balances. Attributions are assigned at the start of a transaction and become locked once payouts are processed to ensure accurate reporting.

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Provider Permissions to Manage Participant Accounts

To maintain proper financial oversight, organizations should regularly review provider permissions.

Team members who will be managing Participant Accounts will need 'edit' access to the following:

  • Profiles > Registrations > Edit
  • Profiles > Account > Edit
  • Features > Finances > Edit

This ensures they have the necessary access to manage financial-related tasks including adding payments, refunds, or custom adjustments.

 

Add Payment

You can process an electronic payment in the Account tab of a profile using a new (one-time) or saved payment method. A Payment is a transaction that is processed electronically and pulls funds from a participant’s credit card or bank account to add to your CampDoc or SchoolDoc account. You can check out the Ledgers article to learn more about how funds are transferred from DocNetwork to your bank account through Payouts.

One-Time (New) Payment Method

Use this method to make a payment using a credit card or bank account that will not be saved to the user’s profile.

To add a payment using a One-Time Payment Method:

  1. In the participant’s profile, click the Account tab.
  2. Click the ADD LINE ITEM button.
  3. Click PAYMENT in the submenu.
  4. In the Amount box, type the amount of the payment.
  5. Click the Payment Method box, and then select New Payment Method.
  6. Depending on the payment type, click CREDIT CARD or BANK ACCOUNT in the submenu.
  7. Complete all required payment information.
  8. After adding the Billing Address, click the CONFIRM button.
  9. Click the SUBMIT button. 

A Payment line item (shown in red parentheses) will appear in the Account tab, and the user will receive a confirmation email.

Important: If you mistakenly make a payment with One-Time Payment Method, you can add an Adjustment line item to correct the mistake. You cannot void a transaction initiated using a One-Time Payment Method.
 

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Saved Payment Method

You can make a payment using a saved payment method that is associated with an authorized user. 

To add a payment using a Saved Payment Method:

  1. In the participant’s profile, click the Account tab.
  2. Click the ADD LINE ITEM button.
  3. In the submenu that appears, click PAYMENT.
  4. In the Amount box, type the amount of the transaction.
  5. Click the Payment Method box, and then select the saved payment from the list. 
    Important: A participant profile's authorized user must add a saved payment method to their account and check a box to give the organization permission to use it for it to appear in this list. Check out Add Payment Method for Authorized User to learn more about how an authorized user can add a saved payment method. 

Click the SUBMIT button. A Payment line item with the amount in red parentheses will appear in the Account tab. The user will receive an email confirming this transaction was completed.
Important: If you mistakenly make a payment with a Saved Payment Method, you can check out Void Transaction to learn how to void the transaction.

 

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Add Payment Method for Authorized User

A Saved Payment Method must be associated with an authorized user. You can add a saved payment method on behalf of a user in the Users tab of a participant’s profile.

To add a Saved Payment Method for an authorized user:

  1. In the participant’s profile, click the Users tab.
  2. Click the name of the user.
  3. Click the ADD PAYMENT METHOD button.
  4. Depending on the type of payment method, click CREDIT CARD or BANK ACCOUNT.
  5. Add the required financial information.
  6. In the Billing Address box, type the billing address the user has on file with their bank or credit card company.
  7. Click the CONFIRM button, and then click the SAVE button. The user will receive an email confirming that this change was made.

SavedPaymentMethod.png
 

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Add Refund

To issue a refund to a participant, the first step is to deactivate the appropriate registration. After that, you may issue a refund to the participant's account. Once the registration is deactivated, the system will flag the participant's account as needing a refund.

Once the registration has been deactivated, you can then proceed with providing an electronic refund to the same account used in the original payment transaction. It typically takes 5-10 business days for the refund to appear in the participant’s account.

To add a refund:

  1. Deactivate the relevant registration that the refund is associated with.
  2. In the participant's profile, click the Account tab.
  3. On the lower-right side of the page, click the ADD LINE ITEM button.
  4. In the menu that appears, click REFUND.
  5. In the Amount box, type the amount of the refund.
  6. Click the Payment Method box, and then select the same saved payment method that was used for the original payment.
    Important: You can only refund the same account associated with the original electronic transaction. If the correct account is not listed as a Saved Payment Method, it will need to be added by you or the authorized user.
  7. Click the SUBMIT button. The user will receive an email confirming the refund.
     

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Add External Payment or Refund

If a user submits a payment outside of our application - such as cash, check, or money order - or if your staff issues a refund via paper check, these transactions should be recorded as External Payments or External Refunds in the Accounts tab of the participant’s profile. Because these funds are not processed electronically through our system, assigning attributions upfront ensures accurate financial records. To ensure accurate tracking and reporting, you will be prompted to indicate to which line item an External Payment, External Refund will be attributed. Please note that electronic payments are automatically attributed.

When a participant has a positive balance, the External Payment option will appear in the Line Item menu, while a negative balance will display the External Refund option. These external transactions are reflected in the participant’s Account tab and Participant Ledger but do not appear in the Organization Ledger.

To add an External Payment or Refund:

  1. In the participant’s profile, click the Account tab.
  2. Click the ADD LINE ITEM button.
  3. In the submenu that appears, click External Payment or External Refund.
  4. Click Start to begin the manual payment entry.
  5. In the Payer Name box, type the account holder’s name.
  6. Check the box to select whether the transaction was made with Cash, Check, or Card.
  7. (Optional) Do one of the following, depending on whether you select Check or Card: 
    If you select Check, in the Check Number box, type the check number. 
    If you select Card, in the Last Four Account Digits box, type the last four digits of the credit card number. 
    Note: The Check Number and Last Four Account Digits are for your records only. These fields must be filled out if you’ve selected check or card.
  8. Enter Amount Attributed to appropriate line items
  9. Click the SUBMIT button.

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Add Donation

When participants want to contribute a donation to your organization, you can record the donation as a separate line item. A donation line item needs to be associated with either a Payment or External Payment line item. The best way to do this is by attributing the correct amount of the payment to the Donation line item in the respective transaction record (i.e. Payment or External Payment transaction record). Scroll below to Attribute Transactions to a Donation or check out Attribute Transactions to learn more about this process. 

Adding a Donation line item does not initiate an electronic payment. You or the participant need to initiate an actual electronic payment transaction if the participant wants to pay the donation electronically. 

To add a donation:

  1. In the participant’s profile, click the Account tab.
  2. Click the ADD LINE ITEM button.
  3. In the submenu that appears, click DONATION.
  4. In the Amount box, type the amount of the donation.
  5. Click the SUBMIT button.
    Important: A Donation line item does not initiate an electronic payment in our application. Only a Payment line item initiates an electronic payment transaction.

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Attribute Transactions to a Donation

A donation line item needs to be associated with either a Payment or External Payment line item. If you want to associate a donation line item with a Payment line item, attribute the correct amount of the payment to the Donation line item in the Payment transaction record.

You can also record an External Payment that accounts for the donated funds, and then attribute those funds to the Donation line item in the External Payment transaction record. This method is often used when a participant makes a payment that includes more than just the donation funds.

To attribute funds from a Payment or External Payment transaction to a Donation:

  1. In the participant’s profile, click the Account tab.
  2. Click the Payment or External Payment line item to which you want to attribute the donation.
  3. In the Donation box, type the amount of the donation.
  4. (Optional) If there are remaining funds, attribute them to the corresponding line items (i.e., Tuition and Add-Ons).
  5. Click the SAVE button.

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Add Miscellaneous Line Item

Miscellaneous line items are used to record financial transactions that are not accounted for by Tuition or Add-Ons. Examples of common miscellaneous items include replacement fees and unique stand-alone fees. Additionally miscellaneous line items only add to a participants balance, and cannot be used to reduce the balance. To reduce a participants balance, a Coupon or Custom Adjustment is required.
It is important to note that Miscellaneous line items do not initiate electronic transactions that are processed by the bank. They are solely for recording purposes.

To add a Miscellaneous line item:

  1. In the participant’s profile, click the Account tab.
  2. Click the ADD LINE ITEM button.
  3. In the submenu that appears, click MISCELLANEOUS.
  4. In the Description box, type a description of the item.
    Note: You can standardize Miscellaneous line item descriptions by creating presets in Settings. Check out the Settings > Registration article to learn more. 
  5. In the Amount box, type a positive number to add to the Balance of the account.
  6. Click the SUBMIT button.

Miscellaneous_Line_Item.png

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Adding Scholarships

Scholarships are a great way to provide financial assistance to participants and ensure everyone has the opportunity to attend your program. You might add a scholarship when a participant receives external funding, your organization offers financial aid, or a family qualifies for a discount. In the case that you are granting a scholarship or discount after a participant has registered, follow these best practices to correctly apply a discount to the participant's account.

If your organization determines discount amounts prior to your participants registering, you can distribute coupons to your scholarship recipients. See the Coupons section for more information.

Steps to Add a Scholarship:

  1. Navigate to the Registrations tab in the participant’s profile.
  2. Click on the relevant session.
  3. Select Edit Registration.
  4. Click on Custom.
  5. Under Description, enter the name of the discount (e.g. Scholarship, Financial Aid,
    etc.).
    TIP: You can add preset line item descriptions to help save you time and standardize
    your records. To add a line item description, go to Settings > General > Registration. See
    the Settings support page for more info.
  6. Enter the scholarship amount. (Be sure to use a negative sign (-) to indicate a credit to the account.)
  7. Click Create.
  8. Select Review Changes.
  9. Click Confirm Changes.

scholarship.jpg

Even though these steps are not directly located in the Participant Accounts tab, by following these steps, you ensure the scholarship is correctly applied and accounted for within the participant’s financial information, helping to avoid confusion.


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Add Custom Adjustment

Custom Adjustments are line items that change the transaction amount originally associated with a registration. Custom Adjustments can either increase or decrease the cost of a tuition or add-on. The adjustment line item will automatically be attributed to the tuition or add-on to which it is applied.

For instance, if you charge a participant the regular tuition rate for a session and then the participant wins a raffle with a 10% discount, you can apply that discount as a negative custom adjustment to the tuition. Or, if you need to add a charge to a participant, you can add the fee as a positive custom adjustment to the tuition.

Tuition, adjustments, add-ons, and coupons are automatically voided when a registration is canceled. If you reactivate a registration, you need to manually reapply any adjustments that were previously associated with it.

Important: Custom Adjustments are the primary way to reduce a balance. Negative Miscellaneous line items are no longer available.

Eligibility and Adjusted Cost

A line item is eligible for a Custom Adjustment if its Adjusted Cost is zero or greater. The Adjusted Cost incorporates the impact of all previous adjustments and coupons. While you can apply a negative adjustment to reduce a balance, the final Adjusted Cost of an individual line item can never fall below zero.

Applying a Custom Adjustment

You can apply a Custom Adjustment for things like scholarships, financial aid, or partial attendance in the Account tab of a participant’s profile. This process allows you to apply adjustments across multiple registrations in a single workflow.

To apply a Custom Adjustment, follow the instructions below:

  1. Open the participant’s profile and click the Account tab.
  2. Select the Add Line Item button.
  3. Click Custom > Start
  4. Enter the Adjustment Description (e.g., "Early Bird Discount" or "Late Fee").
    • TIP: To save time, you can create standardized descriptions in Settings > General > Registration. See the Settings support page for more info.
  5. Select the session(s) or add-on(s) you want to adjust.

Note: If a participant is enrolled in three separate $100 sessions and receives a $150 scholarship, you can select all three registrations and apply a -$50 adjustment to each. This automatically distributes the credit to reach the target balance while keeping each session's record accurate.

  1. In the Amount box, enter the adjustment amount.
    • To reduce a balance, enter a negative amount (e.g., for a $100 discount, enter -100).
    • To increase a balance, enter a positive amount (e.g., for a $25 fee, enter 25).
    • Note: You cannot create a negative custom amount greater than the registration total (Adjusted Cost). 
  2. Click SUBMIT.
  3. In the confirmation box, click SUBMIT RECORD.


 


 

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Transfer Line Items

Transfer Line items are used to transfer the attribution of a locked payment to another line item
in a participant's account that is not yet paid. If a participant cancels a registration that they have
paid for, and that payment is locked, a transfer line item will be generated in order to reattribute
the payment to another unpaid line item in their account.

If the original payment has not yet been processed in a payout (is not locked), the payment will
automatically be reattributed to the outstanding balance without a transfer line item.
Transfer line items only transfer payments within a participant’s account, and cannot be used to
move payments to another profile.

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Payment Plan

You can set up and deactivate payment plans, require payment plans for unpaid balances, and assign a specific date by which payment plans must be completed. There must be a saved payment method associated with an authorized user in a participant’s profile in order to create a payment plan. You can learn more about saved payment methods in Add Payment Method for Authorized User.

Important: A payment plan cannot be edited. You must first deactivate the payment plan, and then set up a new one to make changes. 

Payment plans are enabled and optional by default. When enabled, your participants can set up and deactivate a payment plan. If payment plans are required, they will automatically be prompted to create a payment plan for any remaining balance in their account. Only a provider can deactivate a required payment plan; participants are unable to deactivate their plan. If you want to enable and require payment plans, or disable them for your organization, please reach out to your Client Success Manager.

Create Payment Plan

To create a payment plan:

  1. In the participant’s profile, click the Account tab.
  2. Click the SET UP PAYMENT PLAN button.
  3. (Optional) If you want to set up the payment plan for less than the total amount due, in the Amount box, type the amount that you want the payment plan to cover. Otherwise, the payment plan will be set up for the balance indicated at the top of the Accounts tab.
  4. In the Over How Many Months? box, type or use the arrow buttons to select the number of months the payments will be made.
    Note: A summary of the amount of each payment appears below the plan details. 
  5. In the Day of Month to Pay box, type or use the arrow buttons to select the day of the month that each payment will be initiated.
    Important: If you want payments to begin the following month, you must choose a day of the month earlier than the day on which you create the payment plan.
  6. In the Payment Method box, select the saved payment method.
    Note: If there is no saved payment method, you will be prompted to add one before you can set up a payment plan. You can find out how to do that in Add Payment Method for Authorized User.
  7. Click the CREATE PLAN button. The participant will be notified that the plan was created.
     

Create_Payment_Plan.png

Deactivate Payment Plan

To deactivate a payment plan:

  1. In the participant’s profile, click the Account tab.
  2. In the lower-right corner of the page, click the DEACTIVATE PLAN button.
  3. In the window that appears, click the Deactivate button. The participant will be notified that the plan has been deactivated.


Deactivate_Payment_Plan.png 
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Attribute Transactions

You can attribute payment, refund, external payment, and external refund transactions to specific line items in a participant’s account in order to track the funds that are applied to each Tuition, Add-On, Donation, Miscellaneous, and Adjustment line item. 

If you do not attribute payment, refund, or external payment and refund transactions to specific line items, then transaction amounts are automatically applied to the oldest line item until paid in full, the second oldest line item until paid in full, and so forth.

To attribute a payment, refund, external payment, or external refund transaction to specific line items:

  1. In the participant’s profile, click the Account tab.
  2. Click the transaction that you want to attribute.
  3. In the Attribute to Line Items page that appears, in the appropriate Line Item box(es), type the amount of the transaction that applies to the line item.
  4. Click the SAVE button.

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Locking of Attributions

Payments are automatically attributed to specific line items in a participant's account to ensure accurate financial tracking, while refunds must be manually attributed. To maintain accurate and secure financial records, once a payout is processed, attributions are locked and cannot be modified.

If attributions need to be adjusted before a payout, organizations may choose to temporarily disable payouts (Finances Finances Setup Payout Control), make necessary adjustments, and then re-enable payouts.

 

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Cancellation Fees

If a participant has to cancel their registration(s), you can add a cancellation fee when you deactivate or bulk deactivate their registration(s). The cancellation fee appears as an Adjust line item associated with the tuition in the Account tab of the participant's profile.

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Void Transaction

You can void a payment or refund in a participant’s account on the same day that the transaction was made. It is important to note that this can only be done for transactions initiated with a saved payment method. You cannot void a transaction initiated with a one-time (new) payment method. 

Before you void a transaction, note the following:

  • ACH transactions are processed daily between 6 PM - 9 PM ET, and they cannot be voided after they are processed.
  • Credit Card transactions are processed daily between 1:30 AM - 4:30 AM ET, and they cannot be voided after they are processed.
  • Only transactions made using a Saved Payment Method can be voided. Unlike in the case of a Refund, the Saved Payment Method cannot be added later.

To void a transaction:

  1. In the participant’s profile, click the Account tab.
  2. Click the transaction that you want to void.
  3. Click the VOID button.
    Important: If the VOID button is gray and cannot be clicked, it means that the transaction has been processed and cannot be voided.
  4. In the Void transaction window that appears, click the VOID button to confirm. A Success message will appear.

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