When a player purchases any booking type at your club, it gets reserved on their bank account immediately. When a reservation turns into a charge depends on two scenarios:
The booked session takes place within 6 days from initiation:
If this is the case, the reservation will be charged 4 hours after the session’s end time. This is to ensure other players have time to be added/join last minute to sort out the ”pay your part” aspect.
The booked session takes place more than 6 days from initiation:
If this is the case, the reservation will be charged on the 6th day from when the purchase was initiated.
If the player cancels after that, the lead booker will receive a ”real refund”.
If other players pay their parts, the lead booker will receive a refund 4 hours after the session’s end time
The 4-hour window after a session ends exists to allow last-minute players to be added to the booking in the app. This gives players a chance to update who attended and ensures the final payment split is accurate before anyone is charged or refunded.
If a player contacts you to ask why they were charged 4 hours after their session, this is expected and correct. The system is finalising the payment split at that point. If the charge appears on an unexpected date much earlier than the session (such as on day 6 of a booking made well in advance), this is because the reserved amount had to be captured under card network rules. Any applicable refund will follow after the session — the player does not need to take any action, and neither do you.