SwimOffice Admin - Super User or Lesson Admin - Full Access

There are several places in Lessons where you can make a refund.

Go to Lessons Admin.
  1. Chameleon users: In the side menu click Team Admin > Lesson Admin.
  2. New CMS users: In the side menu click Classes & Lessons > Lessons Admin.
in the side menu, and then one of the following tabs.

Lessons payment tabs

Classes tab

  1. Use filters and Search for a class if needed.
  2. Click Manage to the right of the desired class.

Students tab

  1. Use filters and Search for a student if needed.
  2. Click Manage to the right of the desired student.

Heat Map tab

  1. Use filters and Search for a class.
  2. Click Manage under the desired class.

Acnts/Revenue tab

  1. One way is to click Monthly Rpt, then click Refund under a transaction in the Payment Method column.

    Monthly Charges report

  2. Or under the Acnts/Revenue tab, use filters and Search for an account if needed.
  3. Click the name of the desired account.

Any of those routes will bring up a screen with Check Refund and/or CC Refund links.

Transaction with refund links

Credit Card Refund

Credit card refund screen

  1. Click the CC Refund link.
  2. In some cases it will automatically populate the Credit Card Transaction ID field.
  3. Enter the dollar amount(s) to refund.
  4. Click Refund NOW and OK to confirm.
  5. Assuming the refund is successful, you can click links to send a refund email to the account (in which case you can review and modify the email, then click Email NOW) and return to the Manage screen.
  6. Their CC will be refunded the amount you entered.

As the notice at the bottom says, if you need to cancel a registration as well, you will need to do that separately; see the first article below.

Check Refund

Check refund screen

  1. Click the Check Refund link.
  2. If available, enter the Check # they paid with.
  3. Enter the dollar amount(s) to refund.
  4. Click Refund NOW and OK to confirm.
  5. You can click links to send a refund email to the account (in which case you can review and modify the email, then click Email NOW) and return to the Manage screen.
  6. Make sure to issue them a refund check.

As the notice at the bottom says, if you need to cancel a registration as well, you will need to do that separately; see the first article below.

__________
See Also
Cancel / remove a student from a registration
Manually refund a credit card to a different card or payment method