Cancelling and Refunding Club memberships

You can refund payments made by parents when signing their child up for a club. To be able to give refunds and cancellations you'll need the Finance: Administer or Extra-Curricular: Administer permissions.

The types of refunds and membership cancellations you can perform will depend on whether:

  • The club is a free or paid club
  • The club allows variable contributions (the parents can pay more or less than the price)

We'll go through each of the examples, and see how a refund and cancellation can be issued in each case.

 

Cancelling a free club membership

For a free club, as no payments were made, you can easily cancel membership to the selected session.

First, go to School > Activities > Clubs and select the club. Scroll down to the Club Participants section.

Click the membership you want to cancel.

Screen_Shot_2019-09-24_at_15.05.29.png

 

In the slide over, you'll be able to select which membership period to cancel if multiple periods were signed up for.

Screen_Shot_2019-09-24_at_15.06.33.png

 

You can then click to cancel the membership, and click through the steps to confirm this change.

Screen_Shot_2019-09-24_at_15.07.41.png

Screen_Shot_2019-09-24_at_15.08.22.png

Screen_Shot_2019-09-24_at_15.08.28.png

 

Cancelling a paid club membership (without variable contributions enabled)

For a paid club that does not allow variable contributions, you can easily cancel membership to the selected session.

Please note that payments made via Cash, Cheque or Bank Transfer can only be refunded via Cash or Check, and payments made via Card can only be refunded by Card.

Refunds made via Cash or Cheque logged in Arbor are merely a log of the transaction. It is the responsibility of your school to ensure the refund is actually paid outside of Arbor.

Go to School > Activities > Clubs and select the club. Scroll down to the Club Participants section.

Click the membership you want to cancel.

Screen_Shot_2019-09-24_at_15.28.48.png

 

In the slide over, you'll be able to select which membership period to cancel if multiple periods were signed up for.

Screen_Shot_2019-09-24_at_15.29.38.png

 

You can then click to cancel the membership, and click through the steps to confirm this change.

Screen_Shot_2019-09-24_at_15.29.55.png

 

Memberships booked using Cash, Cheque or Bank Transfer

If the initial payment was logged as cash, the refund method will default to cash. If a cheque, the refund method will default to cheque. If needed, you can select the alternate option.

If the initial payment was logged as a bank transfer, you must select to refund by cash or cheque.

Screen_Shot_2019-09-24_at_15.30.04.png

Screen_Shot_2019-09-24_at_15.30.11.png

 

Memberships booked using Card

If the initial payment was paid by card, the refund method will be by card. Click to proceed to the next step and confirm the cancellation and refund.

Screen_Shot_2019-09-24_at_16.20.47.png

Screen_Shot_2019-09-24_at_16.20.55.png

 

 

 

Cancelling a paid club membership (with variable contributions)

For a paid club that does allow variable contributions, the process of refunding and cancelling the membership will depend on how many sessions were purchased and for what amount.

Please note that payments made via Cash, Cheque or Bank Transfer can only be refunded via Cash or Check, and payments made via Card can only be refunded by Card.

Refunds made via Cash or Cheque logged in Arbor are merely a log of the transaction. It is the responsibility of your school to ensure the refund is actually paid outside of Arbor.

 

Go to School > Activities > Clubs and select the club. Scroll down to the Club Participants section.

Click the membership you want to cancel.

Screen_Shot_2019-09-24_at_16.32.31.png

 

In the slide over, you'll be able to select which membership period to cancel if multiple periods were signed up for.

Screen_Shot_2019-09-24_at_16.36.02.png

 

Memberships booked using Cash, Cheque or Bank Transfer

You can then select how much to refund. The amount will default to the initial amount paid, but this can be amended.

If the initial payment was logged as cash, the refund method will default to cash. If a cheque, the refund method will default to cheque. If needed, you can select the alternate option. If the initial payment was logged as a bank transfer, you must select to refund by cash or cheque.

Screen_Shot_2019-09-24_at_16.39.23.png

 

If you just want to cancel the membership but not refund any money, you can set the refund amount to 0.

Screen_Shot_2019-09-24_at_16.43.15.png

 

Click to proceed to the next step and confirm the cancellation and refund.

Screen_Shot_2019-09-24_at_16.39.33.png

 

Please note that if there s only one active membership session, you will only be able to refund the full amount to cancel the membership.

Screen_Shot_2019-09-24_at_16.41.28.png

 

Memberships booked using Card

If the initial payment was paid by card, the refund method will be by card. Click to proceed to the next step and confirm the cancellation and refund.

Screen_Shot_2019-09-24_at_16.47.29.png

 

You can then select how much to refund. The amount will default to the initial amount paid, but this can be amended.

Screen_Shot_2019-09-24_at_16.48.48.png

 

If you just want to cancel the membership but not refund any money, you can set the refund amount to 0.

Screen_Shot_2019-09-24_at_16.43.15.png

 

Click to proceed to the next step and confirm the cancellation and refund.

Screen_Shot_2019-09-24_at_16.48.56.png

 

Please note that if there is only one active membership session, you will only be able to refund the full amount to cancel the membership.

Screen_Shot_2019-09-24_at_16.49.10.png

 

Memberships booked without payment

If the parent selected to sign their child up for the club without making a payment, you will only be able to cancel the membership.

Screen_Shot_2019-09-24_at_16.59.10.png

Screen_Shot_2019-09-24_at_17.01.06.png

 

Reconciling refunds made

To reconcile payments and refunds made against the invoice created when the memberships were booked, you can go to School > Payments > Accounts > Invoices > Clubs. Select the invoice.

In the slide over, you can see any items linked to the invoice and their status.

Screen_Shot_2019-09-24_at_16.06.30.png

 

You can click the More Information button for a full breakdown of the invoice, including the refunds made.

Screen_Shot_2019-09-24_at_16.09.11.png

 

Refunds for card payments will be processed and will be paid back to the original payer's account in 3-5 working days. You can see this in School > Payments > Reconciliation > Card Payments > Stripe Payouts.

Screen_Shot_2019-09-24_at_16.29.19.png

I'm still stuck!
0 out of 0 found this helpful