Payments, Refunds & Receipts

Overview

Every registration's payment is shown in the athlete's Edit drawer. From there you can see what was charged, open the Stripe receipt, send a payment link, and refund all or part of the payment.

Location: Race Management → Participants → Athletes → click an athlete's name (or ··· → Edit…) → Payment

Payment status in the Athletes list

The Athletes list shows each registration's payment status:

The Payment panel

The Payment panel in the Edit drawer works like a receipt:

• Division price — The price charged (marked early bird when the early bird price applied)
• Discount — Any coupon discount, with the coupon code
• Status and amount paid — Flagged as overpaid or short if the amount paid doesn't match the price after discount
• Paid date, buyer email and Receipt — Receipt opens the athlete's Stripe receipt
• Refund history — Every refund with its date, who issued it, the amount, and the reason (if one was given)

If the registration isn't paid yet, Send payment link emails the athlete a confirmation with a 7-day payment link.

Override payment (collapsed at the bottom of the panel) lets you change the status or amount by hand — for example when an athlete has paid by Swish or cash.

Receipts

Athletes who pay by card get their receipt automatically:

• The confirmation email they receive after paying has a View receipt button that works without logging in.
• Every receipt is also available under Billing & payments in their RoxRace account — see Payments & Receipts.

If an athlete asks for their receipt, point them to either of these, or open it yourself via Receipt in the Payment panel.

Payments you've recorded by hand (Override payment, or Manual payment when registering an athlete manually) never went through Stripe, so there is no Stripe receipt for them — issue a receipt yourself if the athlete needs one.

Refunding a payment

Use this to give money back while keeping the athlete in the race — for example after a price change, a duplicate payment, or a goodwill gesture.

1. Open the athlete's Edit drawer
2. In the Payment panel, click Refund payment…
3. Enter the Amount — everything that's left to refund is filled in; lower it for a partial refund. You can't refund more than what's left on the payment.
4. Optionally add a Reason — it's saved with the refund, but not included in the email to the athlete
5. Click Refund

The registration stays active. You can refund the same payment several times, until the full amount has been refunded.

What happens

If the athlete paid a Service fee on top (your race passes all or half of the platform fee on), it's part of the payment — a full refund gives it back too.

Either way, the athlete gets a Refund issued email with the amount, and the refund shows up in the registration's refund history and activity log. If Stripe rejects the refund, nothing is recorded and you'll see the error.

The email goes to whoever paid — on a team whose captain has changed since, that's the original payer.

Removing a registration and refunding it

To cancel a registration and give the money back in one step:

1. In the Athletes list, open the athlete's ··· menu and choose Remove…
2. Choose whether to Send cancellation email to athlete
3. Click Remove & Refund — the button shows the amount that's left to refund

The remaining amount is refunded first and the registration is removed after that. If the refund fails, the registration is not removed.

Click Remove instead to remove the registration without refunding anything.

Refunds and your money

• Own Stripe account — Refunds come out of your Stripe balance.
• RoxRace collects — Refunded amounts are deducted from your payout. See Requesting a Payout from RoxRace.

See How Do Payouts Work? for more on the two payment modes.