You may find it necessary at times to cancel a player registration or issue a refund. The steps are simple, but there are things to keep in mind that impact your record keeping and reports. A registration cancellation will only affect the registration record. It does not automatically remove the player from team rosters and will not cause an automatic refund of payments received.
What happens when a registration is cancelled?
- The registration and the charge associated with the registration are cancelled.
- The player's registration will no longer appear on the Registration Submissions screen
- The registration payment will still appear on the Registration Reports, providing you with a complete accounting of payments received.
- The player's name will no longer appear in the list of registered players available for rostering
Managing payments associated with the registration
If a payment was made for the registration, the charge associated with the registration is cancelled when the registration is cancelled. If you take no other actions, the family's statement will show a credit balance in the amount of the cancelled registration charge.
For example, if a registration and payment were submitted for a basketball player, the family statement might appear as:
Registration for Melissa Smith $100
Credit Card Payment - $100
Family Balance $0
If you then cancel that registration without making any other adjustments, the statement will appear as:
Registration for Melissa Smith $100
Credit Card Payment - $100
Registration Cancellation for Melissa Smith - $100
Family Balance - $100
In other words, the family will have a credit balance because the registration they paid for and its associated charge was cancelled.
There are three approaches you can take to manage registrations and payments:
- Refund a payment and cancel the registration
- Cancel a registration without refunding the payment
- Refund a payment without cancelling the registration
Refund a Payment and Cancel the Registration
If you plan to refund the registration payment, you should do so before cancelling the registration. Using the example above, if you refund the payment prior to cancelling the registration, the family statement will appear as:
Registration for Melissa Smith $100
Credit Card Payment - $100
Refunded Payment $100
Family Balance -$100
In other words, the payment was returned, so the family has a balance due for the original registration charge just as though they never submitted a payment.
Then, when you cancel the registration, the registration charge will be cancelled and the family balance will become $0:
Registration for Melissa Smith $100
Credit Card Payment - $100
Refunded Payment $100
Registration Cancellation for Melissa Smith - $100
Family Balance $0
Cancel a Registration Without Refunding the Payment
If you do not refund the payment for the registration, the family statement will show a credit balance after you cancel the registration, as described above. This may cause some confusion when viewing registration reports. Prior to cancelling the registration, you may want to issue a stand-in charge to offset the amount of the cancelled registration fee. Simply use the Add a Charge link to create a new charge and give it the same value as the registration charge. Give the new charge a name that will help you remember that it was applied to offset the cancelled registration, such as Cancelled Registration Charge.
Once the new charge is applied, the family statement will appear as:
Registration for Melissa Smith $100
Credit Card Payment - $100
Cancelled Registration Charge $100
Family Balance $100
Then, when the registration is cancelled, the family statement will appear as:
Registration for Melissa Smith $100
Credit Card Payment - $100
Cancelled Registration Charge $100
Registration Cancellation for Melissa Smith - $100
Family Balance $0
Refund a Payment Without Cancelling the Registration
In the event that you need to issue a refund but want the player's registration to remain active, you can issue a credit to offset the amount of the refunded payment. Click the Apply a Credit link while viewing the player's registration and enter an amount equal to the refunded payment. Give the credit a name that will help you remember why it was applied. In this example we'll use "Refunded payment credit".
Once the credit is applied, the family will show a credit balance:
Registration for Melissa Smith $100
Credit Card Payment - $100
Refunded payment credit - $100
Family Balance - $100
Then, when you issue the refund, the family statement will show a $0 balance:
Registration for Melissa Smith $100
Credit Card Payment - $100
Refunded payment credit - $100
Refunded Payment $100
Family Balance $0
Remove the Player from Team Rosters
If the player has player has already been assigned to a team roster, you can remove the player using the Manage Teams feature:
- Click on Sports Management on the homepage
- Click Manage Teams
- Select the sport in the sports drop down menu
- Locate the player's team in the list of teams and click the Manage link for that team
- Click the Roster Details tab
- Locate the player and click the Remove link
- The player will be removed from the team. The player's parents will also be removed from the team if they do not have any other children playing for that team.
Cancel the Registration
When you are ready to cancel the registration:
- Click on Sports Management
- Click on Manage Submissions
- Select the registration from the drop down list and click search
- Locate the player in the list of submissions and click on the player's name to show the registration details
- Click on the Cancel or Transfer Registration link
- Locate the player in the list of family members and click the Cancel link
- Confirm the cancellation
How to View Cancelled Registrations
If you need to review cancelled registrations:
- Click on Sports Management
- Click on Manage Submissions
- Select the registration from the drop down list and click search
- Select registration status Any
- Click Search
All registration, including those that were cancelled, will appear in the report and can be downloaded to Excel.
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