Share the cost of bookings between players

A parent paying for their children's games, a coach booking for their students, a player treating a friend to a game: choose, subscription by subscription, who pays for a booking with several players, then see what is credited back when it changes.

Understand who pays for a booking

In a booking paid with credits, each player has a share: their spot and, if the booking includes guests, the guest passes charged to them. Without any specific setting, each player pays their share with their own credits, at their subscription's rate.

Let's take one hour of padel at €12 per spot (1 credit is worth €1), booked by Nicolas with Léa:

The booking owner is the subscriber who makes the booking, the one whose name appears first on the time slot.

Choose who pays for the booking

1. Go to Administration›Users›Access Rights›Subscriptions and open the subscription.
2. In the Credits tab, with Activate the credit system enabled, make your choice in the Who pays for the booking? section.
3. Save.

Make only the owner pay

With Charge only the booking organizer, the subscriber who books pays the price of one spot, and their partners pay nothing. This setting also exempts the subscriber when they play as someone else's partner: they pay nothing on another subscriber's booking.

This is the setting for a Coach subscription: the coach books a court for their three students and pays €12, the price of their own spot. Their students play without spending any credits. The club then collects only one spot for the court.

Let each player pay for their own spot, or for others

With Each subscriber pays for their own spot, each player is charged for their own spot, according to the rules of their own subscription. A partner who doesn't have enough credits prevents the booking.

The Allow the subscriber to pay for their partners' spots option, under this choice, lets the subscriber who books pay, if they wish, for the spot of one or more partners. This is the setting for a Family subscription: Claire books a court for herself and her son Hugo, chooses to pay for his spot, and her credits cover both spots, i.e. €24. Hugo's balance doesn't change. Another time, Claire can let Hugo pay for his own spot, or pay for a partner who has run out of credits so the game doesn't have to be cancelled.

The option must be on the subscription of the person who pays: Claire can pay for Hugo as soon as her own subscription allows it, and Hugo's subscription doesn't need the option. The spot paid for a partner is still charged at the price set by that partner's subscription, which may differ from the payer's.

Choose who pays for guest passes

Guests, who are outside your organization, are paid for with guest credits, or with booking credits in Unified credit system. In the Guest Passes tab, the Who pays for guest passes? section offers the same choices, with one difference you should know about.

Nicolas and Léa play with a guest, at €5 per guest pass:

• with Charge only the booking organizer, Nicolas pays €5 and Léa nothing;
• with Each subscriber pays for guest passes, each of the two subscribers is charged for all the guest passes in the booking: Nicolas pays €5 and Léa also pays €5. The guest pass is counted once per subscriber, not split between them.

So, to have a guest pass paid only once, choose Charge only the booking organizer. Under the second choice, Allow the subscriber to pay for their partners' guest passes lets Nicolas also pay for Léa's: he then pays €10, and Léa nothing.

Know what the subscriber sees when booking

A subscriber whose subscription allows them to pay for their partners' spots or guest passes finds three choices in the Booking Cost box of the form when they book with a partner: Split, I'll pay for all to pay the shares of all the partners their subscription allows them to pay for, or Custom, with a I'll pay switch under each partner.

If a partner doesn't have enough credits, the subscriber can click Pay for their spot instead of removing them from the booking. With payment at booking, their Remaining to pay includes what they pay for their partners: Nicolas, who has only €5 in credits and pays for both spots, has €19 to pay.

The confirmation e-mail tells each player who paid for their spot, and the credit history keeps the note "paid for …" or "paid by …".

Book for players and choose who pays

When you book for several players yourself, you decide freely who pays, regardless of the options in their subscriptions. A parent calls you to book a court for their two children and pay for everything: select the parent as the payer for each of them.

1. In the booking form, select the players in the Users tab.
2. In the Booking Cost box, choose Custom.
3. Under each player, choose from the Who pays? list the player who pays their share: the player themselves, or another player in the booking.
4. Confirm the booking.

The chosen player pays the spot and, if there are any, the guest passes of the player they are paying for. Show details expands everyone's balances before you confirm. The choice doesn't appear with Do not count credits, nor when no player has credits to pay.

In the example below, Nicolas also pays for Léa's spot, and Inès pays for her own: Nicolas is charged €24 out of a total of €36.

On mobile: the box opens as a panel from the bottom of the screen.

On desktop: the box is in the left column of the form.

If your profile doesn't have Enable Restrictions, the chosen player is charged even if they don't have enough credits: their balance may become negative.

Pay for a player who joins a booking

Léa drops out and Inès replaces her. Nicolas had paid for Léa's spot: who pays for Inès's? In the booking details, click the icon next to Léa, or Add a participant for an additional player, then choose Inès.

A Who pays? list appears under her name. It offers Inès herself, then the other players in the booking whose subscription allows them to pay for their partners. Unlike the booking form, it therefore follows the subscription options. When Léa is replaced, Nicolas is suggested by default, since he was paying for her spot, as long as his subscription still has the option.

The window shows what each player will pay or get back before you save: Inès's share, who pays it, and the credits returned for Léa. If this calculation fails, Amounts unavailable is displayed, but it doesn't prevent you from saving.

This choice is only offered when a single player joins, without a guest, a booking that deducts credits, outside of participatory bookings. Players, for their part, see a I'll pay switch when their own subscription has the option.

Understand what is credited back to players

Whatever was paid for a booking is credited back to the person who paid it, for the amount paid, even if the player's rate or subscription has changed since. The Do not refund credits in case of cancellation option, with its time limit, still applies. Let's go back to Nicolas, who paid for Léa's spot.

• If the booking is cancelled, Nicolas gets back the €24 for both spots. If Léa's subscription doesn't credit anything back on cancellation, Nicolas only gets back his own spot: the subscription of the player he paid for decides.
• If Nicolas is replaced, he gets back the €12 paid for Léa, and Léa pays for her spot with her own credits. If she doesn't have enough left, the replacement is refused, unless a manager whose profile doesn't have Enable Restrictions makes it: Léa's balance may then become negative. Nicolas also cannot withdraw himself as long as Léa cannot take over paying for her spot.
• If the booking runs from 6 pm to 8 pm, Léa cannot leave only the second hour: her withdrawal applies to the whole duration, and Nicolas gets back everything he paid for her.
• If the booking is moved and costs more or less at its new time, Nicolas pays or gets back the difference for Léa's spot, without ever getting back more than he paid.

Read the payment summary

A player asks why they weren't credited back? At the bottom of a booking's details, even a cancelled one, the Payment summary answers without any calculation: what each player paid, and who paid it. After a cancellation, each amount is marked Refunded or Not refunded. Players who left along the way remain visible under Withdrawals and replacements, and the Total section summarizes what each payer paid when it provides useful information.

The summary never displays a player's balance. It is visible to the players in the booking, to the person who created it, and to managers whose profile allows them to book for other users, overwrite bookings or view the booking and guest pass dashboards.

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