This article explains how to view and understand how the tournament registration fees are collected and displayed in Serve Tennis in the Tournament module. Currently, all payments for tournaments registrations are taken online through Stripe Express. When the player registers for the tournament, they will enter their credit card details and a payment intent* is taken (for more information on payment intent see the FAQ below). It will show the maximum they will be charged for the event. More details on how a player registers can be found here.
Additionally, the tournament director can manually add a player. If they manually add a player, no credit card is on file and you will need to send a payment request to collect payment. They should request payment after player selections. To check the payment status of each player, please follow the steps below.
How to Check the Payment Status for Each Player
At the point of player selection, the TD will complete the selections and finalize and charge the players. Prior to this time, the players payment status will show as unpaid and will provide an amount due. Once the players are charged, the payment intents are converted to payment charges. You will see the payment status change in the player tab and also the payments tab. Please leave up to 12 hours after you have charged to see all payments come through as different banks take different times to process payments. After you have charged your players and waited at least 12, their payment statuses will be updated and you can follow the steps below.
- Click the Tournament module within the admin area.
- Select the tournament you would like to manage.
- Click Players on the top menu of the tournament.
- On the Entries tab you will see the Payment status, Amount paid and Total Amount Due for each player.
- For more information on the different payment statuses and amount paid/due, refer to the table listed in the Payment FAQ's.
- If you wanted more information regarding a payment you can view the payment details in the Payments tab.
- The Payments tab shows a report of the transactions, you can download this report into a CVS. For more instructions, please refer to the Transaction Report for Payments-Tournaments guide.
Q. What do the different payment statuses mean?
A. For more information on the payment statuses and amount paid/due refer to the below table.
|Paid||They have paid the full amount due. You will see this payment in the payments tab - Amount Paid.|
|Pending||They have partially paid, this may mean that they have paid for some events and not others. i.e. they have not yet been selected for a doubles event or have a payment request pending. It also shows when they have overpaid, i.e. they were charged for the event but then withdrawn from the event later.|
|Unpaid||They have not paid any money but have an outstanding amount to pay. This may be because the card payment failed or they were manually added and no card details are available. They will have been selected for the event.|
|Not Required||This is shown as they were not selected for the main draw and therefore have not been charged. If they are selected this will change and they will be charged.|
|Registration Fee Status||Explanation|
|Amount Paid||This is the total amount that the player has paid. It will be showing in the payments tab.|
|Total Amount Due||
This is the total amount that the player is due to pay according to the events they have been selected for.
Q. What is a Payment Intent?
A. The Payment Intent encapsulates details about the transaction, such as the supported payment methods, the amount to collect, and the desired currency.
Q. How do I know how much I should receive after fees are collected?
A. Once players have paid you will see a list of all transactions and the breakdown of the fees collected on each. See this guide: Transaction Report for Payments-Tournaments
We also have a useful calculator that you can work out how much you should receive after Stripe Fees and Head Tax / Players fees have been taken. You can access this here: Tournament Director Fees Calculator
Q. I manually added a player - can I change the amount I want to charge them?
A. Yes, when you have manually added a player, when sending the payment request you can enter the amount you wish to charge them. This is useful if you want to award credit or a discount for the event.
Q. What if I don't want to charge them?
A. If you are allowing the person to register for free, then you don't need to send them a payment request. If your section or district charge head tax for the tournament, they may reach out to you to collect this payment.
Q. How do I refund?
A. At present, the system does not have the refund functionality at this time, you will need to refund the players off line. i.e. check or Venmo. This will be available in the future.
Q. If I refund will I get the transactions fees back?
A. No, the transactions fees are payable for registration fees. These are retained as a transaction has taken place. You do not get charged to make the refund.
Remember : To collect the payout you need to follow the steps in this guide: Collecting Payouts in Stripe Express for Tournament Directors
Q. Can I change the players payment status to PAID if they pay outside of the system with cash, etc?
A. No, the system only reports on the players that have paid online and there is not a feature to mark that they have paid offline (i.e. cash/Venmo). The Serve Tennis platform was set up to collect online transactions in January 2021. The system was built so players would register and pay online. If you want to collect this information, this will need to be within a spreadsheet. You can download a CSV file from the system, you do this by clicking on the tournament, then in players tab, select all players and click on the Download CSV button. Make sure you have selected the paid status column. This guide will assist: Viewing and Downloading Player Lists in Tournaments
Q. What is a Basket Payment?
A. A Basket Payment is a collective payment, so this may include more than one payment, i.e. a parent pays for two children or a player paid for multiple events.
It will show the name of the card owner, the basket ID, amount paid, time paid, and status.
If you click on Details, it will give the details about the events and players they are paying for.
This example shows the parent payed for two children in the Boys 16s singles event.