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- Running Club Management
- Who it's for
- Paid club events
Paid club events
Paid club runs and training events need a reliable distinction between a reservation, an arrival and a payment outcome. Admissions Steward records the attendance handoff, while Finance Reviewer inspects provider evidence. Event Coordinator closes or cancels eligible event scope without rewriting admitted history or treating a cancellation as a confirmed refund.
How Running Club Management is set up for you
Payment meaning
Authorization, Capture, Refund and Void represent different provider events. Review the amount, provider reference and verification outcome before drawing a financial conclusion.
Closure basis
Use admitted quantities when discussing actual attendance. An unused reserved place remains a separate operating question, even if it appears on the retained reservation list.
Cancellation evidence
Revoke unused scope through the authorized event action. Preserve admitted history and keep refund questions unresolved until the provider evidence supports the claimed result.
Paid club runs and training events need a reliable distinction between a reservation, an arrival and a payment outcome. Admissions Steward records the attendance handoff, while Finance Reviewer inspects provider evidence. Event Coordinator closes or cancels eligible event scope without rewriting admitted history or treating a cancellation as a confirmed refund.
Choose a paid event with a familiar venue and an agreed USD amount basis. Reserve places, record actual admission and inspect the provider evidence used during closure. Have Finance Reviewer explain the difference between an authorization and a verified capture before Event Coordinator requests the close action after the event.
In a separate rehearsal, cancel scope containing an admitted attendee and an unused reservation. Confirm that attendance history stays intact. Keep the refund question marked Needs review when provider-backed evidence is absent, then inspect a genuine provider-supported refund outcome through the agreed process.
Follow [close or cancel and reconcile](/running-club-management/processes/close-cancel-and-reconcile) and define the payment connection under [integrations](/running-club-management/integrations). Expand only after the team can explain the event outcome and the financial outcome separately from the retained records.
Features to start with
Event planning
Prepare the club event's venue, capacity and timing before an independent decision on the current revision.
Reservations and admission
Reserve within event capacity and record actual arrival through a separate admission action.
Payments and event closure
Reconcile actual attendance with verified provider evidence while preserving event and refund history.
Roles on the team
- Event Coordinator
- Prepares owned event drafts and uses guarded opening, close, cancellation and correction actions for authorized event scope.
- Admissions Steward
- Reserves places and records arrival through guarded admission actions for the assigned event.
- Independent Reviewer
- Independently decides event and race-result scope and reviews compensating actions without unrestricted evidence editing.
- Finance Reviewer
- Examines provider-backed payment evidence and unresolved payment or refund questions before event closure.
- Auditor
- Reads authorized event, attendance, result and operation evidence without changing the recorded outcomes.
Set up Running Club Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.