⏰Late fees, refunds & waitlist
Learn how to configure advanced registration scenarios including waitlists, late fees, and refund policies.
Overview
This section covers advanced registration scenarios that handle situations beyond standard registration deadlines. These settings allow you to manage over-subscribed meets, extend registration windows, and provide refund options for participants.
Waitlist Management
🔄 Enable Waitlist
Allow gymnast registration beyond capacity limits when your meet is full.
Settings:
Enabled: Clubs can submit gymnasts to waitlist when meet reaches capacity
Disabled: Registration closes completely when capacity is reached
Capacity Triggers: There are two scenarios that trigger waitlist availability:
Global Meet Capacity: When the total number of gymnasts in the meet reaches the maximum gymnast limit
Level Capacity: When a specific competition level reaches its maximum capacity
Submission Process: When either capacity constraint is met, clubs can still submit their gymnasts, but they will be added to the waitlist instead of directly to the meet.
Requirements for Waitlist Submission:
Clubs must submit payment information
Gymnasts must pass meet validation requirements
Registration is submitted to waitlist pending organizer acceptance
Status Until Acceptance:
Waitlisted gymnasts are NOT charged any fees
Waitlisted gymnasts are NOT officially added to the meet
Waitlisted gymnasts remain pending until manually accepted by organizer
Impact: Provides backup options for over-subscribed meets, allowing clubs to secure waitlist positions even when the meet is full.
Waitlisted gymnasts cannot be modified by clubs once submitted. Only gymnasts that have never been submitted or have been explicitly rejected can be modified by clubs.
Waitlist Capacity
Maximum number of gymnasts that can be on the waitlist at any time.
Settings:
Defines the total number of waitlisted positions available
When waitlist capacity is reached, no additional gymnasts can be submitted to any waitlist
Impact:
Controls how many clubs can wait for openings across all levels
When reached, all further registration submissions are blocked
Works in conjunction with global meet capacity and level capacities
Validation: Must be a positive number when waitlist is enabled.
Waitlist Fee
Additional optional fee charged to gymnasts accepted from the waitlist.
Application:
Applied only to gymnasts who are accepted from the waitlist
Can be waived or applied at organizer's discretion during acceptance
Organizer has agreed to pay this fee regardless of final decision
Example:
Base registration fee: $100
Waitlist fee: $20
Total charged when accepted: $120 (if waitlist fee is applied)
Impact:
Provides additional revenue for waitlist administration
Compensates for the uncertainty of waitlist positions
Applied on top of base registration fees when gymnasts are moved from waitlist to active meet
Organizer Control: When accepting gymnasts from the waitlist, you can choose whether or not to apply the waitlist fee, but you have committed to paying it as part of the waitlist agreement.
Viewing Waitlisted Gymnasts
Waitlisted gymnasts can be viewed and managed in the Gymnasts tab of the meet dashboard sidebar menu, under the Wait List section.
Important Waitlist Notes
Waitlist Rejection:
Gymnasts from the waitlist can be rejected rather than accepted. When rejected, they will be removed from the waitlist and moved to a rejected list. This allows you to manage waitlist spots efficiently by removing gymnasts who are no longer viable candidates.
Modification Restrictions:
Once gymnasts have been added to the waitlist, the club that submitted them can no longer modify their information. This restriction also applies to:
Gymnasts who have been accepted into the meet
Gymnasts in the pending registration status
Clubs can only modify gymnast information for gymnasts that:
Have not been submitted for registration in any form, OR
Have been explicitly rejected from the meet
This ensures data integrity and prevents conflicts during the registration and acceptance process.
Late Registration
⏰ Allow Late Registration
Enable registration after the regular deadline with penalty fees.
Settings:
Enabled: Late fees apply between regular and late deadlines
Disabled: Registration closes at regular deadline
Impact: Extends registration window while applying financial penalties for late registrants.
📅 Late Registration Deadline
Final date for any registration (regular or late).
Impact:
Absolute cutoff for all registration types
Late fees are applied to any registrations submitted between the regular registration deadline and this late registration deadline
Additional fees are added to the final registration price
Example:
Base gymnast registration fee: $100
Gymnast late fee: $25
Total gymnast cost during late registration: $125
Base coach registration fee: $30
Coach late fee: $10
Total coach cost during late registration: $40
Validation: Must be after the regular registration deadline but before the meet start date.
Automatic Registration Closure: Registration is automatically closed for all clubs after the meet start date. No club can submit gymnasts after this date. However, as an organizer, you can manually import gymnasts under the Gymnasts tab if someone is missing from the roster.
💰 Gymnast Late Fee
Additional fee for gymnast registrations submitted after regular deadline.
Impact:
Penalty pricing for registrations after regular deadline
Calculated as base price + late fee
Validation: Must be a positive number when late registration is enabled.
👥 Coach Late Fee
Additional fee for coach registrations submitted after regular deadline.
Impact:
Penalty pricing for coach registrations after regular deadline
Calculated as base coach price + late fee
Validation: Must be a positive number when late registration is enabled.
Refund Policies
How Refunds Work
GymArt has a comprehensive refund policy that ensures fair handling of registration cancellations while maintaining platform integrity.
Refund Timeline:
Refund deadline must be set before the meet start date
After the meet starts, no automated refunds can be processed
Post-meet-start refunds must be handled manually by the organizer
Club Refund Process:
Clubs access their registration dashboard to view accepted gymnasts
Although gymnasts cannot be modified once accepted, clubs can select them and request a refund
Refund request is sent to the meet organizer for approval
Organizer Review Process:
Organizers receive refund requests and can either accept or deny them
If accepted, the gymnast receives a refund of the specified percentage of their original registration fee
Refunded amount excludes platform and processing fees
Platform Fee Refund Policy:
GymArt Platform Fee: We refund up to $3 of the platform fee charged to each gymnast
If the platform fee was $6, only $3 is refunded
This ensures platform sustainability while providing fair refunds
Stripe Processing Fees: These are non-refundable as they are charged by the payment processor
Payment Method Handling:
Card Payments:
Refunds are processed through your Stripe account
Total refund percentage is automatically calculated and processed
Refunds appear in your Stripe dashboard and balance
Cash/Check Payments:
Refunds are the organizer's responsibility to handle manually
Ensure proper record-keeping and delivery of refunds to clubs
Refunds must be managed carefully to maintain trust with participating clubs while ensuring meet financial stability.
💸 Allow Refunds
Enable refund processing for registrations within the refund window.
Settings:
Enabled: Clubs can request refunds within refund deadline
Disabled: No refunds are processed
Impact: Provides flexibility for participant changes and cancellations.
📅 Refund Deadline
Final date for refund requests.
Impact:
Last day clubs can request registration refunds
Must be before the meet start date
Validation: Must be before the meet start date.
💰 Gymnast Refund Fee
Percentage of original registration fee returned to the participant when processing refunds.
Impact:
Determines what percentage of the original fee the participant receives back
Example: 20% refund fee means participant gets 20% of what they originally paid
The remaining amount covers organizer costs and platform fees
Refund Calculation:
100% refund fee: Participant receives full original payment minus Stripe processing fees and any platform fees above GymArt's $3 refund limit
Partial refund (e.g., 20%): Participant receives only 20% of original payment
Validation: Must be between 0-100% when refunds are enabled.
👥 Coach Refund Fee
Percentage of original registration fee returned to the participant when processing coach refunds.
Impact:
Determines what percentage of the original coach fee the participant receives back
Example: 15% refund fee means coach gets 15% of what they originally paid
The remaining amount covers organizer costs and platform fees
Refund Calculation:
100% refund fee: Participant receives full original payment minus Stripe processing fees and any platform fees above GymArt's $3 refund limit
Partial refund (e.g., 15%): Participant receives only 15% of original payment
Validation: Must be between 0-100% when refunds are enabled.
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