Manual Charges

Overview

Use this method of creating manual charges if your registrant does not provide you with a credit card. Follow the guide below to create a manual, offline payment that will create Billing Alerts on your Home screen. 

This method will also apply if you have Registrations that have an associated charge, but you have no Stripe account connected.


Using Manual Charges

Manual Charges can only be setup when you, the Admin, are completing the registration on behalf of your registrants. The registrants must be added to your Captyn account as Participants or Accounts prior to performing this particular action.

Read more about creating Accounts here.

To create a registration using a Manual Charge, head to the Participant or Account user you wish to add to the Program. If you start the process from a Participant, when you click on Registrations and then on the + Add option, you will now be within the Account level of the user. Amy Aloe in the below example is a Participant level user. You can also click the + Add option from a Program directly.

Notice that you are now automatically on the Account level (Kenny Aloe). Proceed to find the particular Program to register for and click the + Add Student option (or other label you chose upon creating the Program).

You will then Add Student and choose from any of the Registrants on the Account you are within (Kenny Aloe in this example). Select the desired Registrant(s), and click Save.

Next, click Review in the upper right-hand corner of this process.

You will proceed to a checkout screen which will show the total due today (if applicable). Coupons and Additional One-Time Charges/Credits can also be added to the here.

Choose a Manual Payment option here, and click Complete Registration.

When no payment method has been added into Captyn, you will see an additional option of None to choose from in your list of payment methods.

Of Note: Choosing None will create an Outstanding Balance. Additionally, if you do not have a Stripe account connected, your Participants can still sign up. In this event there will not be a field for credit card input. It will simply say "complete registration".

You can also click the + Add option from a Program directly.

Start on a Program, viewing the list of Registrations.


Handling Outstanding Balances With Manual Charges

Balances due will appear in the Billing Alerts section of your Home screen.

If there's a charge associated with the registration, the customers will have an outstanding balance that will charge when Stripe is connected and a card is added to their account. These outstanding balances will show from the Billing Alerts option on your Home screen.

Click into the Billing Alerts screen to see a list of users who are on the list, along with the reason why they appear on this list (e.g. "No Card on File"). You can click on the mail icon to Message a contact, click the dropdown arrow to initiate a call (best if done on mobile), or click the name to enter their profile to add the Payment Method or Process a manual Charge.

Once inside the Account, you can view all Invoices. Find one linked to the outstanding balance - it will have a Balance Due showing in red. Click the invoice to see the details.

Once you are viewing the details of the invoice, you will see an option to Update payment method or Pay by cash or check. To process the payment offline, choose, Pay by cash or check.

Complete the fields as you see fit. A note is recommended for tracking.

Click Save.


Handling Outstanding Balances With Credit Cards 

Of Note: This method is ideal as it will save you time and energy. 
When the customer is ready to pay, they can sign in and add their card, or you can add it as an Admin from their profile. When a credit card is added, the full amount due will be charged immediately. 

In the event that a user does not wish to store a payment method on file, you or your users could remove their card after payment. On the first of the following month, they’d end up with an outstanding balance again. This cycle would repeat itself until a payment method remains on file. 
If an amount is due (or is expected to be due), the customer must put a card on file to remain active. 
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