Payments and fees

An entry fee belongs to a form, not to a tournament. There is no tournament-level fee and no tournament-level price list — you set the amount, the currency and the accepted payment methods when you publish the form. See Registration forms.

Season pathways charge their own entry fees, separately from any form.

What you set on the form

Turn Collect Payment off and registration is free. Turn it on and you choose an Amount and a Currency, and on a form that allows teams whether the fee is Per athlete or a Fixed total.

Three payment methods can be offered in any combination:

Method	How the money arrives	Who does the work
Card	Instant checkout.	Nobody — it settles itself.
Bank Transfer	The applicant is emailed an invoice; the money lands in 1–5 business days.	Nobody — it settles itself.
Slip Upload	The applicant transfers to your bank account and uploads a receipt.	A person on your team has to review every one.

Slip Upload needs a Bank Name and an Account Number before you can publish, and lets you add a Swift / Routing, a reference format and your own instructions.

Reading a payment status

Every application carries a payment badge on the Applications list, and nothing at all when the form charges no fee.

Badge	What it means
Paid	Settled. Nothing to do.
Slip Review	A slip has been uploaded and is waiting for one of your team.
Awaiting	Money is expected and has not arrived.
Pending	A payment has been started and has not completed.
Split Sent	A team chose to pay per athlete and everyone has been emailed their own link.
Partial	Some athletes in a team have paid and some have not.
Waived	The fee has been written off for this entry.
Failed	An attempt was made and did not go through.

You can filter the list by any of these, which is the quickest way to find the slips waiting on you. See Reviewing entries.

Where payments are handled

The Payment tab on an application is read-only. It shows the amount, the status, the transaction reference, a waived date where one applies, and a preview of the uploaded slip — and then links out: “Manage this payment on the Payments page →”.

Nothing about a payment changes from the application screen

A payment cannot be recorded, accepted, waived or refunded from the application detail screen. Every one of those happens on the Payments page. There is no hidden control on the application; the link is the whole story.

When you enter an application at the desk yourself, the Application created screen offers Collect payment now, which takes you to that entry’s payment record so you can record cash, a cheque or a bank transfer, take a card at the desk, or send a payment link.

Reviewing a payment slip

A slip is a photograph or a PDF of a bank transfer receipt, uploaded by the applicant. Somebody has to look at it and decide.

1. Find the entry — filter the list on the Slip Review payment status, or open the application from the notification.
2. Open the slip preview and check the amount, the date and the reference against your own bank statement.
3. Accept it, and the entry is settled. If the application itself is also approved, the applicant is emailed a confirmation automatically.
4. Reject it with a reason, and the applicant may upload another one.

Reviewing slips needs the permission to review payment slips. A Payment slip pending review notification exists, so the person who does this work can be told rather than having to look. See Notifications.

A rejected slip sends the applicant no email

When you turn a slip down, nothing is emailed to the applicant. The reason you typed is only visible if they happen to reopen their original registration link, in the same browser they registered from, where it appears as “Previous slip was rejected:” followed by your words.

Most people never do that. If you reject a slip, tell them yourself — by phone, by your own email, or through their club — otherwise the entry sits unpaid and neither side knows why.

Who can do what

Payment permissions are deliberately split, and the split is the one customers ask about most:

• The standard Staff role can view payments, review slips, record offline payments, resend invoices and export. It cannot issue a refund through the payment provider.
• Recording a refund you handed over yourself and issuing a refund through the payment provider are two different permissions. Only an organisation administrator holds the second by default.
• A Viewer can see payments and change nothing.

See Your team and their roles.

Payment links for one athlete

Where a team chooses to pay per athlete, each athlete is emailed a personal payment link. Those links expire after 30 days, and resending one starts the 30 days again.

A personal link cannot take a slip

An athlete’s own payment link offers card and bank transfer only, even when the form itself accepts slip uploads — a slip cannot settle one share of a team automatically.

A team on a slip-only form has to be paid for as a whole team.

What the applicant sees at each stage is covered in Paying your entry fee.