INTRODUCTION
Feature Summary: Configure settings to auto-issue refunds and, optionally, establish thresholds to require manual approval.
Use Cases: Automated refunds allows your organization to establish rules and process refunds automatically. Automating refunds can save time for both your organization and your customers.
This article shows system users how to configure the platform to auto-issue refunds. There are other ways to issue refunds:
Manually issue refunds from the admin scheduler.
Manually issue refunds caused by a closure (court or event).
Manually issue refunds from a member's user page.
Manually issue refunds from the TRANSACTIONS > REFUNDS page.
SETUP REQUIREMENTS
Log in to the admin dashboard.
Go to the side menu and click SETTINGS.
Scroll down the page to the BILLING SETTINGS heading and click the Auto-Refund icon.
Automated Refund Acceptance
There are five types of possible automated refunds. Check a box to enable auto-approval for one more refund types. If a refund type is not checked, a system user must manually review these requests.
Custom options
If the system user selects any of the first four options (Court Reservations, Lessons, Drop-in, and Full Event), CourtReserve displays two fields.
Auto approve refund if cancellation is requested more than X hours in advance - Enter a value to create a cut-off period. CourtReserve auto-approves any eligible player request (see below for thresholds) before this cut-off period starts. Requests that are submitted after the cut-off period starts are automatically directed to the refund page for manual approval. If the field is blank, eligible refunds are automatically approved until the start time of the reservation/event.
Do not approve amounts GREATER THAN - Enter a number to set a financial limit for auto-approval. Refund requests greater than this number are sent to the refund page for manual approval. Requests less than this number are auto-approved (if they are received before the cut-off period starts).
Refund destination
Decide which payment types to auto-approve (based on the rules created above). Set the refund destination and then click Save.
If a player paid for a booking with a credit card, CourtReserve automatically directs the approved refund to the credit card.
It is not necessary to enable every payment type for auto-approval. Refund requests that involve a disabled payment type are sent to the refund page for manual approval.
Accepted refunds
When a player cancels a paid booking within the permitted time period, CourtReserve creates an internal request to process a refund. The player does not need to submit a refund request.
The Auto-Refund tool does not immediately process the refund after a player cancels a paid booking. The processor updates approximately every 30 seconds and displays these refunds in the Accepted tab of the Refund list (TRANSACTIONS > REFUNDS >Accepted Refunds tab).
FEATURE USAGE - ADMINS' PERSPECTIVE
When the platform receives a refund request (the player canceled a paid booking), CourtReserve creates a row in the Pending Refunds table.
Auto-approval
After processing, CourtReserve moves the refund to the Approved Refunds table. This means the request was approved, and funds were moved to the destination set in the rules (see above).
Manual approval
CourtReserve displays refund requests that require manual review in the Pending Refunds table. Click here to learn more.
FEATURE USAGE - USERS' PERSPECTIVE
Players can check the status of their accounts and refunds. On the member portal, click the name and then select Billing > Transactions.
On the Transactions page, click the ALL tab. This table shows payments and refunds.
