Fees and the withdrawal policy

Both are on the event's edit page. Competitors are quoted from these when they enter, and the quote is what they pay online by card through Stripe (see Take card payments with Stripe) or, if you agree, by bank transfer that you record yourself.

Add a fee

  1. Open the event with "Edit" and find "Fees".
  2. Choose "Add fee".
  3. Fill in "Label" (what the competitor sees) and pick the "Kind": entry, extra or insurance.
  4. Leave "Class code" empty for all classes, or enter a class code to limit the fee to one class.
  5. Enter the "Amount (dollars)". Tick "Amount includes GST" if the figure already includes it, and check the "GST rate (percent)".
  6. "Applies to" decides who pays this fee: everyone, members, non-members, registered or unregistered series competitors.
  7. "Window" is standard, early bird or late. Early bird and late fees need a start or end date in "Window starts" and "Window ends", in the event's time zone.
  8. Optional: "Quantity limit", and tick "Optional (required for service park and recce)" for items competitors choose themselves.
  9. Choose "Add fee".

Edit a fee with "Edit" then "Save fee", or "Remove" it. Fee changes do not alter entries that are already submitted, because each entry keeps the quote it agreed to.

The booking fee

Stagewerk adds a booking fee to each online card payment for an entry, and to each online membership payment. It is separate from the fees you set above and it is worked out from the price being paid.

By default the entrant or member pays it on top of the price, and the payment page shows it as its own line. To pay it yourself, tick "We'll cover the booking fee":

The tick applies to payments made after you save it. Each event and each membership type has its own tick. If an entrant withdraws and is refunded, the refund covers the price. The booking fee is not refunded, whoever paid it. The exception is a payment that arrives for an entry that has already left the event, which is refunded in full.

Your finance view shows booking fees in their own line. See Track money and refunds.

Check what a competitor will be quoted

Use "Preview" under the fees. Enter a class code, tick "Club member" or "Registered in the series", and set a "Date and time" if you want to test an early bird window. Choose "Preview quote". Optional extras are not included in the preview.

Set the withdrawal policy

The policy says what a competitor is owed if they withdraw, by how early they do it.

  1. Find "Withdrawal policy" on the edit page.
  2. Enter "Days before": the whole number of days before the event's first day.
  3. Enter "Percent" of the entry total that is owed.
  4. Choose "Given as": "Refund" or "Credit toward a future event".
  5. Choose "Add window". Repeat for each step, for example one window for early withdrawal and a smaller one for later.

Below the windows, "What competitors will read" shows the sentences competitors see on the event page, the last step of the entry form and their entry.

With no windows, competitors are told nothing is automatic and you decide each withdrawal.

What happens when someone withdraws

The system works out which window applies and records a withdrawal decision on the entry for you to review. See Work the entry list. Recording a decision does not move money. See Track money and refunds for refunds.

If something goes wrong

https://stagewerk.com/help