Entry fees and payment status

What actually happens to an entry fee

A team registers. The product works out what that team owes from the division and the fee window, shows the balance, and marks the registration as owing. The organizer collects the money the way they already collect it. Someone with administrator access to the organization then records the payment against the team, and the balance and payment status update everywhere they appear.

That is the whole loop. The record is the product's job; the transaction is not.

What the product does today

• Public registration intake for a single team or for several teams in one pass, with role-based contacts per team.
• Entry-fee calculation per division, including early, regular, and late fee windows and a late surcharge.
• Divisions with no fee skip the checkout step entirely and are marked as paid.
• Balances and payment status on the team, visible on the registration desk and in the team rollups.
• Approving or waitlisting a registration.
• Recording a payment taken elsewhere — amount, method, and reference — against the team.
• Voiding a recorded payment, and recording a refund.
• Officials and staff payroll closeout: per-person amounts, cheque numbers and memos, bulk payout, export, and void.

Officials' pay works the same way as entry fees: the product calculates and records what a person is owed and what was paid out. It does not send the money.

What the product does not do

• It does not take a card payment from a team or a family.
• It does not hold, move, transfer, or disburse funds of any kind.
• It is not integrated with any payment provider, and this page names none — including as a plan.
• It does not issue receipts, invoices with payment links, statements, or tax documents.
• It does not pay officials or staff. It records what they were paid.

If you find a page anywhere on this site that suggests otherwise, it is a mistake and we want to know about it. Tell us.

The evaluation checkout switch

There is a per-tournament setting that turns on a checkout step during registration. It is off by default, it exists for evaluating the registration flow end to end, and it is not a payment mechanism.

It is documented here rather than left as a surprise in a settings screen. When online collection genuinely ships, this section is the first thing that changes.

Who can record a payment, and what is captured

Recording, voiding, and refunding a payment all require administrator access to the organization that owns the tournament. There is no separate finance or treasurer role today: an administrator who can edit a schedule can also record and void a payment.

Recording a payment

Creates a payment row carrying the amount, the method, an optional reference, the account that recorded it, and the time it was recorded.

Recording a refund

Creates a second, negative row against the same team, also carrying the account that recorded it. The original row is left intact, so the history reads as a payment followed by a refund rather than as a payment that changed its mind.

Voiding a payment

Marks the row void. The row is kept rather than deleted and stops counting toward the balance. A void does not currently record which administrator performed it, or when. If that attribution matters to your organization, use a refund instead, or ask us before you rely on it.

Payment changes are also not written to the tournament activity history that covers schedule and result changes — see the security and access overview for what that history does cover.

If this changes

Online collection is not on this page as a promise, a date, or a named integration, because none of those exists. If it ships, it will appear in what's new and this page will be rewritten the same day.

Until then, the honest version is the one at the top: fees are tracked and recorded, not processed. If your evaluation depends on that changing, say so when you get in touch — it is useful for us to know.