Tracking entry fees and payments

The cockpit's Finance tab is the money view of your tournament: what is owed in total, what has come in, and who still owes what. It appears only when the tournament has an entry fee.

What the tab shows

Four figures across the top — Participants, Total due, Total paid and Outstanding, which turns amber while money is still to come in — then two sections: Participants per fee amount and the participant list. Before the first entry arrives the tab says "No registrations yet".

Most of it is a report, but the participant list can be edited in place — see correcting a payment below. Payments can still be recorded on the Players tab instead: Edit payment on a player's row (Amount to be paid and Amount paid), or select several rows and use Mark Paid, Mark Unpaid or Waive. For a team on a per-player fee, each player's amount is entered on the team registration's edit form. A cancelled entry is edited there too: set the status filter to Cancelled (or All) to find it, and its row still offers Edit payment.

Tip: No Finance tab? The tournament has no entry fee. Set one on Settings → Registration & fees — see creating and configuring a tournament.

Participants per fee amount

One row per distinct amount owed, largest first, with how many owe it and the Due, Paid and Outstanding for that group.

This is the section that makes your fee rules visible: rows at €0.00, €15.00 and €20.00 tell you at a glance that the title exemptions and the junior discount landed as intended, and that nobody is sitting at an amount you didn't configure.

The count column is headed Participants, or Players when a per-player team fee means it counts players rather than team entries — 8 players across 2 teams.

The participant list

Headed Players, or Teams for a team tournament, and sorted by name. Each row carries the registration Status, the Payment status, and Due, Paid and Balance, with the totals repeated at the bottom.

The balance is colour-coded: amber where money is still owed, green where the entry is settled, and red where the participant has overpaid — an amount you owe back rather than something to ignore.

Names here are the ones the Players tab shows, including any correction you made with Edit Player Info.

Matching bank transfers

When the tournament shows a payment QR code, each entry carries its own Payment reference — the text the entrant's transfer arrives with. On the Players tab, turn it on under Columns: the column is sortable, has a copy button, and can go into the CSV export. Search or sort on it to find the entry behind a line on your bank statement, then record the payment here.

Correcting a payment

Reconciling a bank statement means reading this page and correcting figures as you go, so the participant list edits in place. Press Edit amounts above the list: the Payment, Due and Paid columns turn into fields.

Every field saves on its own, the moment you leave it — tab out of an amount, press Enter, or pick a payment status — and the figures above, the fee groups and the totals move with it. There is nothing to save at the end, so a long session cannot be lost; Done only puts the list back to reading. An amount that is not a valid figure is outlined in red and sent nowhere until you fix it.

Due is the fee itself — the Amount to be paid — which is why a waived entry shows €20.00 in the field and €0.00 in the column beside it: waiving says the fee will not be collected, not that there is no fee. Take the entry off Waived and the €20.00 is owed again.

Setting Paid to the full amount marks the entry paid by itself; the payment status is only worth choosing for what an amount cannot say — Waived, Refunded, or a status you want to hold against the amounts on record.

Two kinds of row have no fields here, and both are edited elsewhere:

A team on a per-player fee — its Paid is the sum of what its players paid, so the team's own figure is not what this page shows. The row carries a link to the roster, where those amounts live.
A cancelled entry — it owes nothing, so there is no Due to correct, and its payment is edited from the Players tab. The section at the bottom has an edit mode of its own for the one figure it does own: what you have refunded.

Team tournaments

How a team appears depends on which fee the tournament charges:

Per-player fee — each team row expands (click the row or its arrow) to list its players with their own payment status, Due, Paid and Balance. What a player owes is what the fee rules charged them: an exempt player €0.00 and their team-mate the full rate, never the roster average.
Per-team fee — one row per team and no player breakdown, because the fee is owed by the team rather than by its members.

A Shared total badge on a team means its total cannot be attributed to individual players — the amount was agreed with the team by hand, or the roster or a player's details changed after the fee was calculated. The team's own figures stay correct; its player rows leave Due and Balance blank, and the summary above counts each player at an even share of the team total. Hover the badge for the same explanation in place.

A waived team is not a shared total: every player owes exactly nothing.

Who and what is counted

The figures and the participant list cover entries holding a seat — Pending, Confirmed and Checked in. Waitlisted and cancelled entries are left out of them: they hold no seat and have not been asked to pay, so counting them would inflate every total. A withdrawn player stays in, because their money does.

A Waived entry owes nothing, so waiving a fee lowers Total due instead of leaving it outstanding for good.

Important: The figures follow the seat, not the bank. Someone who paid and was then moved to the waiting list takes their payment off this page with them, so a reconciliation against your bank statement can differ by an amount nothing here explains.

Cancelled entries that paid

A section of its own, below the participant list, appears as soon as an entry that was paid has been cancelled. It lists each one with its Payment status, what came in under Paid, how much of it has gone back under Refunded, and what is still sitting with you under To refund — amber while it does. A team on a per-player fee expands to show what each of its players paid and how much of it they are still owed, because that is who the refund goes back to — the column adds up to the team's own figure.

These amounts are deliberately outside every figure above: a cancelled entry holds no seat and owes nothing, so counting it would make Outstanding mean two things at once. The section is there for the other half of the job — reconciling against the bank, and knowing what still has to go back.

Use Record refunds in the section header to enter what you have actually sent back, player by player under a per-player fee. The payment itself stays as it was — it happened, and your bank statement says so — while To refund drops by what you entered. That is how a partial refund is recorded: enter €15.00 against a €20.00 entry and the €5.00 cancellation fee you kept stays visible as still with you. Enter the whole amount and the entry marks itself Refunded; lower it again and the status comes back.

To correct the payment rather than the refund, go to the Players tab, filter to Cancelled, and use Edit payment on the row.

Printing and exporting

Print opens a print-friendly version in a new tab, with the same summary, fee groups and participant list, and a shared total marked as (Shared total) in plain text. Handy at the door, where the registration status column tells a confirmed entrant from a pending one.
Export CSV gives one row per participant with the columns Team, Name, Registration Status, Payment Status, Due (EUR), Paid (EUR), Balance (EUR), Refunded (EUR), To Refund (EUR), team members following their team, and a TOTAL row at the end. Amounts use a dot as decimal separator so any spreadsheet reads them as numbers, and accented names survive opening the file in Excel. Due and Balance are empty for a player whose own share isn't known — the CSV has no badge to show it. Any cancelled entry that paid follows the TOTAL row, carrying Refunded and To Refund amounts and no Due or Balance, and a CANCELLED TOTAL closes the file. Sort or filter on To Refund to isolate that block — not on Registration Status, which a team's player rows leave blank just as they do above, so filtering on it would hide exactly the breakdown that says who to pay back.

Players see their own side of this in paying your entry fee. For the other exports a tournament produces, see exports, TPNs and the poster.