Accessing Payment Management
- Navigate to your Dashboard. Then, hover over the Registration & Payments tab and select Registration Reports.
- Locate the participant you want to manage.
- Under the participant’s name, click Actions
- Select Manage Payments
From here, you’ll see the options to charge a customer, record a payment, or invoice a customer.
Charge a customer now or on a future date
There may be times when a family authorizes you to make a payment on their behalf. In these cases, you can either process the payment using a credit card saved in their ActivityHero account or enter new credit card information provided by them. Because this process will automatically charge the customer’s payment method, be sure they understand that the charge will be processed immediately. This helps prevent confusion and potential issues with payment processing.
For families who do not have a credit card saved to their ActivityHero account, enter and confirm the customer’s credit card information.
Select Save for future transactions to save the card information. Should you need to charge this customer again, card information will be saved and will not need to be re-entered.
If the family has a credit card on file, select Existing payment method for this user. If they have multiple payment options, select one from the drop-down menu.
Payment Amount
By default, the payment amount will be set to any outstanding amount due for the selected registration. You can update the amount if needed.
Payment Date
By default, the payment date will be the current date, and the payment method will be changed automatically. By setting the payment date in the future, you can schedule the payment, then the payment method will be charged on that date.
Process Payment
Click Process Payment at the bottom after you have selected the payment method, reviewed the payment amount, and set the payment date.
Record a payment you received directly
If the registration has been paid by check, cash, or other payment method that is not through ActivityHero, you can enter the amount paid into ActivityHero for record-keeping.
The amount paid will default to the remaining balance for the registration, but you can update it.
Enroll participant and reduce spots available
Keep this checked if you would like to change the enrollment status of the registration to Enrolled and reduce the number of spots for the session. If you would like to keep the current status of the registrations (Pending, waitlisted, etc.) and you would like to keep the current number of spots available, uncheck the box.
Send confirmation email to user
Keep this checked if you would like to automatically send a notification that the payment has been recorded. Uncheck the box if you would like to keep the recorded payment an internal transaction and not send an email to the user.
Send Invoice
You can send an invoice to a family to collect full payment, make an additional payment for extended care, or invite them off the waitlist.
Select Send invoice when the parent pays the invoice, their child will be marked as Enrolled (if the status was previously Pending or Waitlisted) and take a spot in the session. You and the parent will receive a confirmation email.