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Manage Payments on the Admin Panel

Process Payments, Add Point of Sale Items, and Apply Credits or Discounts from a Single Window

Written by Mari Bern

INTRODUCTION

Feature Summary: Process payments for court bookings, lessons, point of sale items, and more, all from a single window in the scheduler.

Use Cases:

  • Help members pay outstanding fees on a reservation, lesson, or event

  • Add point of sale items to a transaction

  • Settle past-due fees on account in the same transaction

  • Apply account credit or a promo code to reduce the amount due

PREREQUISITES

Know how to open a scheduler.

SETUP REQUIREMENTS

  1. Log in to the admin dashboard.

  2. Go to the side menu and click Schedulers > Expanded.

Locate a reservation on the scheduler. If the reservation has a dollar sign icon in the corner or a red bar at the top, the booking has unpaid members or players. Click the dollar sign icon to open the transaction workflow.

Click Pay. On the next window, locate a player with an unpaid bill and click Pay. The Admin Payment window displays.

Reviewing the Admin Payment Window

The Admin Payment window has four main sections:

  1. The Admin Payment window has three main sections:

    1. Order Summary - the amount owed for each line item (for example, the court booking fee), plus the Point of Sale button (see Adding Point of Sale Items below) and the Add Unpaid Fees button (see Adding Unpaid Fees below).

    2. Payment Method - the payment type, or packages if applicable, along with a note and any custom fields (for example, Check Number).

    3. Summary - the amount due, account credit if applicable, a promo code, a convenience fee, and the final payment amount.

Order Summary

Line Items

System users can adjust a fee (click the pencil icon) or delete it (click Remove) from the summary before processing the payment.

Clicking the pencil icon opens the Override Fee Amount window, enter a new amount in the Override Fee Amount field, and click Save Changes.

If a fee is linked to a reservation, lesson, or event, system users can click the Check-In field to update the check-in status.


Adjusting the Applied Amount

If a member wants to make a partial payment, system users can edit the applied amount.

  1. Locate the payment row.

  2. Click the Applied Amt. field.

  3. Change the amount.

CourtReserve automatically adjusts the payment total and displays the balance transferred to the member's account as Remaining Due in the Summary section.

On the scheduler's pay window, the reservation's Status displays as Partially Paid until the remaining balance is settled.

The remaining balance also posts to the member's profile as an unpaid fee (Billing > Transactions > Unpaid Fees), where system users can see the Paid Amt. and Unpaid Amt. for that fee.

Adding Point of Sale Items

This feature helps organizations increase revenue per transaction by allowing system users to add point of sale items directly to a member's payment.

This feature is available if the organization has enabled the point of sale add-on. Learn more about Point of Sale.

To add items to the current transaction:

  1. Click Point of Sale.
    ​

  2. Select an item.

  3. Click Add to Cart.
    ​

CourtReserve adds the item to the fee summary. System users can adjust the quantity, apply a discount (a percentage, such as a staff discount, or an override price), or delete the item from the summary.

Adding Unpaid Fees

This feature makes it easy for members to settle past-due fees, if applicable, in a single transaction.

If the member has money owed on account, the Add Unpaid Fees button displays in orange with a count of the outstanding fees.

  1. Click Add Unpaid Fees. A pop-up window displays.
    ​

  2. Click Add to move an unpaid fee to the summary.

  3. Click Add to Summary to close the window.

Note

System users can add a note to the payment. CourtReserve displays this note in the Description column on the member's profile page (Billing > Transactions > All Transactions).

Payment Method

Payment Type

Click the Payment Type field and select the member's preferred payment method. If the member has a saved payment profile, it displays as the default option.

Pay by Package

If available, the Admin Payment window allows members to pay for specific items by redeeming a unit from a package. CourtReserve displays the Pay by Package option if:

  • The member has a valid package with available units that match the item in the transaction, and

  • There are no other items in the transaction (for example, it is not possible to pay by package if the transaction also includes a point of sale item).

Summary and Final Payment

Applying Account Credit

If a member has a positive account credit balance, it displays at the top of the Admin Payment window next to the member's name.

To apply the credit to the current transaction:

  1. In the Summary section, toggle Apply Credit on.

  2. CourtReserve subtracts the available credit from the Enter Payment Amount field and displays the amount applied as Account Credit Applied.

  3. The remaining balance displays as the Final Payment.

Toggle Apply Credit off to remove the credit from the transaction.

Applying a Promo Code

System users can apply a promo code to discount a transaction.

  1. In the Summary section, click Apply Promo Code.

  2. Enter the code and apply it.

  3. CourtReserve adds the discount as a line item (for example, Discount (20% off everything - one time use)) and reduces the Final Payment by the savings amount.

Click the x on the applied discount to remove it from the transaction.

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