Issue Refunds

Refund a whole team or a single payment from the Admin dashboard, and understand exactly what the registrant receives.

Refunds in Staty are sent back to the registrant’s original payment method (securely processed by Stripe). You can refund the full amount or a partial amount, and Staty updates the team’s paid balance automatically.

Before you start

• You must be an admin of the organization that collected the payment.
• Refunds can only be issued against payments that were actually collected (a free or unpaid team has nothing to refund).
• A payment can be refunded down to $0 total (across one or several partial refunds), but never more than what remains.

Option A: Refund a team

Best when you think in terms of teams (“refund the Warriors”).

1. Open the registration: Admin → Registrations → your registration (/admin/registration/:id).
2. Find the team in the teams table and choose Refund Team.
3. Pick how you want to refund:
   • Payments: choose Full Refund (every payment the team made) or a single specific payment from the list.
   • Manual: type a custom dollar amount to refund. If the team paid in several charges (for example a partial payment then a balance, or per-player checkouts), Staty automatically applies your amount across those charges; you can refund any amount up to the team’s total remaining.
4. Confirm. You’ll see a “team has been refunded $X” confirmation, and the team’s paid total updates on the page.

Option B: Refund a single payment

Best when you think in terms of transactions, or want precise partial refunds.

1. Go to Admin → Transactions (the Payments list).
2. Find the payment (it must be a positive amount that isn’t already fully refunded) and click Refund.
3. The amount is pre-filled with the remaining refundable amount. Leave it for a full refund, or lower it for a partial one (you can’t exceed what’s left).
4. Confirm. Once nothing remains, the payment shows Refunded, and a separate negative “refund” row appears in the list.

What the registrant receives

This is the part organizers most often ask about:

Whether the registrant gets any refund notification is controlled entirely by Stripe:

• Registrant emails are collected at checkout, so Stripe already has an address on file.
• Stripe will email a refund notification only if your organization’s Stripe account has that setting enabled: Stripe Dashboard → Settings → Customer emails → “Refunds.”
• If that setting is off, no one is notified, so if you want the registrant to know, either turn it on in Stripe or message them directly.

How a refund affects the team’s spot

In a paid division, a team only holds a spot (secured or waitlisted) while it has at least a partial payment. So a refund can change a team’s standing:

• Refunding a team back to $0 makes it Pending: it releases its division spot.
• The freed spot can automatically promote the next paid waitlisted team, and that promoted team is emailed a “you’re in” notification.

See Payments Lifecycle for how paid, waitlisted, and pending fit together.

Removing a team you refunded

You can’t remove a team that still has an unrefunded payment; Staty blocks it (“already paid $X”) so you don’t accidentally delete someone who’s owed money. The order is:

1. Refund the team (Option A or B), then
2. Remove it from the teams table.

Removal is reversible; see the Deleted teams → Restore section on the registration admin page if you need to bring a team back.

Legacy test payments

Older transaction lists may include payments made through the retired test-mode feature; refunding one of these returns a clear error, because no real charge exists to refund.

Next Steps

• Payments Lifecycle: how payment and capacity states relate
• Accept Registration Payments: set up payments and pricing
• Manage Registrations: review submissions and capacity