What you’ll find in this article
A quick guide to the most common payment workflows admins handle in Sprocket, plus the best next article to reference when you need step-by-step instructions.
Scenario 1: A family pays in full at registration
When to use: The family is paying the full amount during checkout.
What to do:
No admin action is typically needed.
If you need to verify payment activity later, check the player’s Payments tab and your finance reports.
Related articles:
Scenario 2: A family needs an installment plan
When to use: The club offers a plan, or the family needs to split payments over time.
What to do (typical options):
Use an existing payment plan (if the registration has one configured)
Create a custom payment plan when you need a player-specific schedule
Related articles:
Split Household Payment Plans (if two parents/guardians are paying)
Scenario 3: A player registers late and payments need to adjust
When to use: A player joins after one or more payment due dates have passed.
What to do:
If you are creating a custom plan, Dynamic custom payment plans are usually the best fit because they automatically recalculate when someone registers after a due date.
If the player is already registered and you need to clean up the schedule, adjust installments from the player’s Payments tab.
Related articles:
Managing Payment Plans (retroactive adjustments)
Scenario 4: You need to reduce what a family owes (discount or credit)
When to use: Promotions, proration, make-goods, injury situations, or other adjustments that lower the amount due.
What to do:
Use a discount to reduce the registration price
Use a credit to reduce what is owed to the club, not tied to a single registration
Apply the adjustment to a specific registration or installment as needed
Related articles:
Scenario 5: Early bird pricing
When to use: You want to reward early registration, or increase price after a date.
What to do:
Use an Early Bird Discount if you want families to see the original price and the discount
Use a Price Override if you want the list price to change at a date without showing a discount
Related articles:
Scenario 6: Sibling or multi-session discounts
When to use: Discounts triggered by multiple registrations in a household or multiple sessions.
What to do:
For sibling discounts, use Family Pre-Conditions and a required number of registrations
For multi-session discounts, use Assignment Settings plus Pre-Conditions to require enrollment in another registration
Related articles:
Scenario 7: Financial aid
When to use: Need-based assistance awarded by the club.
What to do:
If your club uses Financial Aid applications, enable applications and approve awards so aid can apply during registration
If the player already registered, apply the award to the registration afterward
If you are not using applications, create and apply a manual Financial Aid discount
Related articles:
Applying Credits or Discounts (for applying aid to a registration)
Scenario 8: A family pays by cash or check
When to use: Payment is collected outside of Sprocket’s ACH or card processing.
What to do:
Record the payment from the player’s Payments tab so balances and reports stay accurate
Related articles:
Scenario 9: A player’s payments need to be paused
When to use: Injury, temporary hold, or agreed pause in collections.
What to do:
If the family will not pay for that period, offset installments using a discount (often 100%)
If the family will pay later, edit due dates to push installments out
Important: These steps do not apply to Subscription programs. To pause a subscription, cancel the registration.
Related articles:
Mark a Payment as Bad Debt or Uncollectible (if you will not collect the funds)
Scenario 10: Refunds and cancellations
When to use: A family should receive money back to their original payment method, or you are cancelling a registration.
What to do:
Apply a refund without cancelling when appropriate
Changing or cancelling a registration can also create a pending refund that requires approval
Related articles:
Scenario 11: You need to bill for something that is not a registration fee
When to use: Additional charges such as uniforms, sponsorships, tournament fees, or other non-registration items.
What to do:
Create and send an invoice
Use invoice items to speed up future invoicing and keep reporting consistent
Related articles:
Accounts Receivable Management (for tracking outstanding balances and reconciliation)
Scenario 12: A payment dispute is opened
When to use: A cardholder disputes a charge with their bank.
What to do:
View disputes from the Dashboard
Decide whether to counter or accept
Submit clear evidence from within Sprocket (waivers, receipts, registration summary, participation proof)
Related articles:
FAQs
How do I know whether to use a credit or a discount?
Use a discount to reduce the registration price. Use a credit to reduce what is owed to the club and apply it to a specific registration or installment as needed.
What should I do if a player registers after payment due dates have passed?
Dynamic custom payment plans are usually the best fit because they automatically recalculate when someone registers after a due date. You can also adjust installments from the player’s Payments tab.
Can I pause payments for Subscription programs?
No. These steps do not apply to Subscription programs. To pause a subscription, cancel the registration.
Where can I see all payment activity for a player?
You can review payment activity from the player’s Payments tab and reference AR (Accounts Receivable Management) for reconciliation and reporting.