How to Set Up Automatic Refunds

Learn how to configure automatic refund policies for classes and events. When customers cancel within your refund window, they'll be automatically refunded without manual intervention.

Before You Begin

• You must be logged in to your account at https://app.joinzipper.com
• You need permission to manage schedules (typically organization owners and admins have this permission)
• A class or event to configure refunds for

Steps

Step 1: Navigate to Class or Event

1. Log in to your account at https://app.joinzipper.com/auth/login
2. From the dashboard, click Calendar in the left sidebar
3. Find the class or event you want to configure:
   • Browse your calendar
   • Or go to Classes or Events and find it
4. Click on the class or event to open it

What happens next: You'll see the class or event edit page.

Step 2: Find Registration Section

1. On the edit page, find the Registration section
2. This section contains:
   • Registration form settings
   • Capacity limits
   • Waitlist settings
   • Refund policy settings

Note: Refund settings are typically in the Registration section for classes and events.

Step 3: Edit Registration Settings

1. In the Registration section, look for Edit button or click to expand
2. Find refund policy settings:
   • Refund if canceled before: Refund window setting
   • Automatic refunds: Toggle or setting for automatic refunds
   • Other refund-related options

What happens next: You'll see refund policy configuration options.

Step 4: Set Refund Window

1. Find Refund if canceled before or similar setting

2. Enter the number of hours before the class/event start:

   • Example: 24 hours means cancellations more than 24 hours before get automatic refunds
   • Example: 48 hours means cancellations more than 48 hours before get automatic refunds
   • Example: 2 hours means cancellations more than 2 hours before get automatic refunds

3. How it works:

   • Cancellations within the window: Automatic refund
   • Cancellations outside the window: No automatic refund (you can still refund manually)

Note: The refund window is measured in hours before the class/event start time.

Step 5: Enable Automatic Refunds

1. Make sure automatic refunds are enabled:
   • Toggle Automatic refunds to On (if there's a toggle)
   • Or the refund window setting itself enables automatic refunds
2. Verify the setting is active

Note: Setting a refund window typically enables automatic refunds automatically.

Step 6: Save Changes

1. Review your refund policy:
   • Refund window is set correctly
   • Automatic refunds are enabled
2. Click Save or Save Changes
   • The refund policy will be saved
   • You'll see a confirmation
3. The policy will take effect immediately

What happens next: Automatic refunds will be configured and:

• Customers canceling within the window get automatic refunds
• Refunds are processed automatically
• No manual intervention needed for eligible cancellations
• Waitlist cancellations are always refunded automatically (regardless of policy)

How Automatic Refunds Work

When automatic refunds are enabled:

1. Customer cancels within the refund window:

   • Refund is processed automatically
   • Customer receives refund notification
   • Payment is refunded to original payment method
   • Punch card credits are restored (if used)

2. Customer cancels outside the refund window:

   • No automatic refund
   • You can still refund manually if needed
   • Customer keeps payment

3. Waitlist cancellations:

   • Always refunded automatically
   • Regardless of refund policy window
   • Because waitlisted customers never got a spot

Tips

• Set refund windows that work for your business model
• Consider your cancellation patterns when setting windows
• Communicate refund policies to customers
• Waitlist cancellations are always refunded automatically
• You can still manually refund outside the policy window

Troubleshooting

Problem: I don't see refund policy settings Solution: Check that:

• You're editing the Registration section
• Refund settings are available for your organization
• You're on the class/event edit page

Solution: Make sure you're editing the Registration section. Contact support if refund settings aren't available.

Problem: Automatic refunds aren't working Solution: Check that:

• Refund window is set correctly
• Automatic refunds are enabled
• Cancellation is within the refund window
• Payment processing is working

Solution: Verify refund window settings and ensure cancellations are within the window. Check payment processing if refunds aren't processing.

Problem: Refunds are processing when they shouldn't Solution: Check your refund window:

• Verify the window is set correctly
• Make sure cancellations outside the window aren't being refunded
• Review refund policy settings

Solution: Review refund window settings and ensure they match your expectations.

Problem: I want to refund outside the policy window Solution: You can still manually refund:

• Go to the registration/cancellation
• Issue a manual refund
• Automatic refunds don't prevent manual refunds

Solution: Use manual refund options to refund outside the policy window when needed.