Take payments from families

Connecting Stripe

Owners and administrators manage payments; lead coaches never see them.

1. Open Admin console → Business → Payments and press Set up payments.
2. Stripe's own pages ask for your business and bank details. If Stripe needs more from you later, Continue with Stripe takes you back.
3. Open your Stripe dashboard is always there for payouts and refunds.

You are the merchant: the money lands in your account, and you own the refunds.

Membership plans

Press Add a plan and give it a name, an amount, how it is billed (each week, month or year), any free trial days, and the classes it covers. A family rate takes a percentage or an amount off for each additional athlete the same paying account pays for: the first athlete on that account pays the plan price, and so does an athlete another account pays for, or one enrolled at the front desk with no named payer.

Tick Offer to new members to let people who sign up on your page add their athlete and enrol themselves. Stop offering retires a plan: families already on it keep paying, and nobody new can join it.

One-time fees

Add a one-time fee for a belt test, a seminar or anything else. You either assign it to the students you name, or leave it open for any family to pay from their dashboard. Collect in person shows a code a family can scan to pay at the desk.

When a family pays you in cash, by check or another way, press Record a payment… on their fee, say how they paid and add a note if you like. The fee is marked paid and the family is told. If they had opened a payment page online, it is closed first, so the fee cannot be paid twice; while a payment is still being confirmed online, wait for it to clear. Undo reverses a payment recorded by mistake, and the fee is due again. It never undoes a payment made through Stripe: that money is refunded from your Stripe dashboard.

At the front desk

Enrol a student…, above Enrolled students, starts a membership for a student in front of you. Choose the student, the plan and who pays: one of the accounts linked to the student, whose saved card is offered, or whoever pays at the desk. They scan the code to pay on their own phone, or you open the payment page on this device. The student shows as paying once Stripe confirms the first payment.

Ending or keeping a plan

End plan… ends a student's plan at the end of the period they paid for, or now. Either way the student stays on your roster, and nothing is refunded automatically. A plan set to end shows Keep plan when the stop was yours rather than the family's: a family that ended its own plan decides whether to keep it. Withdraw sign-up removes a sign-up nobody paid for.

What you have taken

What you have taken this month shows what families paid, Stripe's processing fee, KarateShowCase's share — nothing — and what you kept. Payments recorded at the desk are shown on a line of their own, Taken at the desk: they never passed through Stripe, so they are not in the other figures. Enrolled students shows each plan's status: paying, free trial, payment failed, not started, paused or ended. When a renewal fails, your owners and administrators are told "A membership payment did not go through". The person who pays for the plan is told in the app, and by email too when your dojo sends automated email and their account's email address is confirmed; they pay it from their own Membership card. A plan with no family account paying for it tells nobody, and the notice says to contact the family.

Good to know

• Refunds are made from your Stripe dashboard; nothing is refunded automatically.
• Families are told to ask you for a receipt. Their payments are charges on your own Stripe account, so receipts follow your Stripe settings: turn on Successful payments under Customer emails and Stripe emails one each time, or send one from the payment in your Stripe dashboard (Stripe's guide to receipts).
• See Your KarateShowCase subscription for what your dojo pays KarateShowCase.