Payouts, Credit, and Refunds

How you get paid

Everything members pay online — bookings, entries, clinics, memberships — flows through your connected Stripe account and pays out to your bank on Stripe’s schedule. Manage it in Settings → Payments → Payment Setup (Stripe).

You keep the price you set. Where service fees are switched on, a line under each price box spells it out: what players pay, and what you receive. You’ll see that line on entry fee, clinic, tournament, league, membership, and pro lesson-rate fields.

To reach your payout account later: Settings → Payments → Payment Setup (Stripe) → Manage Payout Account. Payout timing is set in your Stripe dashboard, not in Clubhouse.

Club credit

When you cancel an event on a player who paid by card, their money comes back as club credit at your club, so it stays with you. Credit then spends two ways:

• On a court booking, it comes off the bill automatically and the player pays any remainder by card.

• On an event entry, it’s all or nothing: it pays the whole fee, or they pay by card and keep the credit for next time.

You can also grant goodwill credit by hand: Settings → Player Credits → + → Grant Credit, for the “sorry about the lights — next night’s on us” moments.

The refund map: You cancel an event → card payments become club credit, desk cash you hand back. You cancel a clinic session → full refund to the card, service fee included. You remove a player before the night starts → same as cancelling an event. A player cancels their own court booking in time → club credit.

Club credit has to be switched on, and it is off by default. With credit off, a player who withdraws from an event gets nothing back at all. Turn it on before you run paid events.

The Player Credits screen also shows Outstanding Credit — what you owe players in future entry fees. Credit does not expire and cannot be cashed out.

Refund rules are fixed

The 24-hour, 12-hour and 50% ladder on court bookings is the same for every club and cannot be changed. The Cancellation Policy setting in Club Settings saves but doesn’t change refunds yet — the 24-hour / 12-hour / 50% ladder still applies to every club. Club-set windows are coming.

When a payment fails

The booking or registration is not cancelled straight away — the player keeps their hold and can retry. If they do not, the hold expires and the spot is released automatically. They are notified to try again, and there is no automatic retry, so a failed payment needs the player to act.

You will see Payment failed against that person on the event roster. There is no single club-wide list of failed payments, so check the roster of the event in question.

Memberships are stricter: a failed membership payment pauses the membership immediately, with no grace period.

Pricing has moved

Court pricing now has its own guide — see Pricing Your Courts for floors, ceilings, demand-based pricing and member discounts.

The service fee

Players pay a service fee on top of your listed price, and you receive the full amount you set. You will see it stated as you build things — on a $100 clinic, for example, the Create Clinic screen reads “Players pay $108 ($100 + $8 service fee). You receive $100.”

It appears on the player’s checkout as its own Service Fee line, and in your Analytics as Service fees (paid by players), kept separate from your revenue because it was never yours.

The fee is returned on a full refund. It is not returned when a cancellation settles as club credit — credit covers the club price only. That is why the app tells players the service fee is not returned when they cancel.