Participant Account

In this article:

• Add Line Items

• Add Payment Method

• Cancellation Fees

• Void Transaction

 

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Add Line Items

You can process an electronic payment, refund, external payment, donation, or add a miscellaneous line item in the Account tab of a profile.

• Payment. Charge a new payment method or saved payment method.
• Refund. Initiate a refund to a saved payment method.
• Please note that once an electronic refund is processed back to a credit card or bank account, it may take up to 5-7 business days before it will appear on the card holder’s account.
• Refunds can only be processed if the payment method used to make the original transaction is a saved payment method on file for the user. If this payment method is not on file, you can issue refunds externally, add the saved payment method on behalf of the user, or reach out to the user directly to add their payment method into the system. It’s important to note that if you add a saved payment method on behalf of a user, they will receive an email notifying them of the change to their account.
• Refunds can only be made to the original form of payment. If you or the user are adding a payment method for a refund, you must use the original payment method. 
• External Payment. Record cash or paper check payments you receive on your own, and that are not processed through our application.
• Donation. Add a donation line item amount to the participant's account.
• Miscellaneous. Record additional positive or negative adjustments, like scholarships, that are not tracked by add-ons or coupons.

To add a 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 the type of line item that you want to add.
4. In the Amount box, type the amount of the transaction.
5. Add any other necessary information, and then click the SUBMIT button.

Important: Line Items cannot be deleted. If a mistake is made, a new Line Item must be added to correct the error.

 

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Add Payment Method

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

To add a payment method on behalf of 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.

 

 

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Cancellation Fees

You can add a cancellation fee when you deactivate or bulk deactivate registrations.

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Void Transaction

New! You can void a payment, refund, or donation in a participant’s account on the same day as the transaction was made.

Before you void a transaction, it is important to note:

• ACH transactions made after 4am ET can be voided before 11:59pm ET on the day of the transaction.
• Credit Card transactions can be voided before 6pm ET on the day of the transaction.
• Only transactions made using a Saved Payment Method can be voided. Unlike 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.
4. In the Void transaction window that appears, click the VOID button to confirm. A Success message will appear.