Payment Status Overview
Each registration in your system has a payment status that indicates where it is in the payment process. Understanding these statuses helps you manage registrations effectively.
Status Definitions
Unpaid
The registration was started but payment was never completed. This typically means:
- The parent/guardian started registration but didn't complete checkout
- They may have abandoned the payment page
- The payment session may have expired
Hover the Unpaid badge to see exactly what will happen to that registration — it reads the division's own setting and tells you whether it cancels in 30 minutes, after a number of days, or never.
Action: Open the registration to Mark as Paid (Offline) if you collected the fee outside the system, or Waive Fee to register the player at no charge. Otherwise it is cancelled automatically according to the division's Unpaid registrations setting (Edit Division):
- Require payment now — cancelled about 30 minutes after signup. This is the default for new divisions.
- Cancel after N days — cancelled once the registration is that many days old.
- Never cancel automatically — it stays on your list until you deal with it yourself. Divisions left on this setting collect abandoned registrations indefinitely.
Families paying in person are exempt from all of the above — see Taking Payments in Person.
Waitlist
The registration is on the division's waitlist (the division reached its capacity). A waitlisted player has not been charged.
- The player holds a spot in line for the division
- No payment has been collected yet
Action: A waitlisted registration behaves like Unpaid — you can Mark as Paid (Offline) or Waive Fee to admit the player.
Paid
Payment was successfully processed through Stripe. The registration is complete and the player is ready to be assigned to a team.
- Funds have been captured and will be deposited to your Stripe account
- A confirmation email was sent to the registrant
- The player appears in your registration list and player pool
Action: No action needed. You can process a refund if necessary.
Paid (cash) Paid (check) Paid (other)
You received this money directly — it never went through Stripe. The badge names the method you chose when you marked it paid, so you can tell at a glance what to look for on your bank statement.
- No Stripe transaction exists for this registration
- It counts toward your revenue exactly like a card payment
- The player is registered and ready for team assignment
Payments recorded before the method was captured show as Paid (in person). That is not a fault — nobody recorded a method at the time, and we would rather say so than guess "cash" for something that may have been a check.
Action: You can still process a refund. Because no card was charged, you return the money to the family yourself and record it here.
Partial
This registration is on a payment plan and some of the fee is still outstanding. The deposit (and possibly some instalments) has been paid, but not the whole amount.
Hover the badge to see the exact figures — how much has been paid, of how much, and what is still to come.
- The player is registered and on the roster — a part-paid registration is a real one
- Only the money received counts toward your revenue; the rest appears as still to come on the Financial Dashboard
- Remaining instalments are charged automatically on their due dates, unless you have taken over collecting them
Action: Usually none — the plan collects itself. If the family wants to pay you the rest directly, see Collecting the Rest of a Payment Plan in Person.
Free / Scholarship
An admin waived the registration fee for this player. Common reasons include:
- Scholarship or financial assistance
- Coach's child discount
- Promotional offer
- Family hardship
It counts as a completed registration but is excluded from revenue. See Giving a Free or Scholarship Place.
Action: You can cancel a waived registration using the refund process.
Cancelled
The registration was cancelled — most often because payment wasn't completed within the division's auto-cancel window. A cancelled registration is not a registration: nobody is signed up, nothing was charged, and it is deleted automatically rather than kept in a list for you to sort through.
- The Stripe checkout session is expired first, so a late payment can't slip through
- A cancellation email is sent to the player and guardian
- The player and guardian records are kept, so nothing is lost if they register again
- The registration row itself is removed shortly afterwards
Action: None. If the family still wants to take part, they simply register again.
Refunded
This registration has been refunded and cancelled. The player:
- Has been removed from any team assignments
- Has been removed from the player pool
- Received a refund confirmation email
For Stripe payments, the refund was processed back to the original payment method. For payments you took in person, the refund must be handled manually outside the system.
Payment Flow Diagram
Registration Started
|
UNPAID -----------------------+
| |
+---+---+ auto-cancel window
| | passes without payment
Stripe Admin marks |
payment as paid/waived CANCELLED
| | |
PAID PAID (CASH/CHECK/OTHER) deleted
| or FREE / SCHOLARSHIP
| |
+---+---+
|
on a payment plan
with money still owed
|
PARTIAL --- paid off ---> PAID
|
Admin processes
refund
|
REFUNDED
Paying in person
Pending — paying in person means the family chose to pay your organization directly. Nothing has been charged. Record it in Registrants with Mark as Paid (Offline) and choose how they paid, which completes the registration. See Taking Payments in Person.