How do I process a refund?

Note: ActivityHero cannot issue refunds without provider consent. If a parent contacts you for a refund, you may issue it from your dashboard at any time.

When you need to process a full or partial refund, ActivityHero makes it easy to issue a refund back to the purchaser:

Credit card refund (within 270 days of the original transaction date)
Provider credit (this is a credit to a future program you are offering)
Check (that is sent by you)

To process a refund:

1. Sign into your ActivityHero account

2. Select "Registration Reports"
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3. Search for the name of the child to be refunded

4. Under the child’s name and information click

5. Click "Refunds and Cancellations"

6. Click

7. Confirm the amount to be refunded or customize the amount, select the method of refund (check, credit card or credit), and add any additional information.*

8. Then select

The purchaser will be sent an email to confirm the refund has been made.

9. To change this participant's enrollment status to "cancelled," click

will immediately remove the registration and open an available spot.

Tip: You may want to invoice any waitlisted participants before clicking

so they have the first opportunity to fill the open spot.

*You are able to refund to the purchaser's credit card within 270 days (9 months) of the purchase. Any refunds 270 days or later must be issued by you in the form of a check or provider credit.

If the original transaction date was before August 6, 2024, it was processed by WePay, which is no longer active on ActivityHero. You will see an error like this when you try to issue a credit card refund. See instructions for issuing a refund on the WePay Merchant Center.

Are ActivityHero fees refundable?

ActivityHero's registration fee (or marketing fee, if applicable) are not refundable. These fees are for registration tools and/or advertising of your program and have been incurred at the time of registration.