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- Swimming Pool Management
- Features
- Payments
Payments
Collect charges raised at booking, confirm money received and record approved refunds.
OverviewPending Payments×
Swimming Pool Management · Payments
New
Pending Payments
Confirmed waits for the accounts coordinator
| Payment label | Member | Booking | Amount | |
|---|---|---|---|---|
| PL-179 | BKN-2804 | 750 | ||
| PL-877 | BKN-9055 | 220 | ||
| PL-887 | BKN-2926 | 270 | ||
| PL-121 | BKN-7147 | 710 | ||
| PL-618 | BKN-8100 | 270 |
6 of 6 records
PL-179Payments · PYM-93819
BookingBKN-2804
Amount750
What you can do
Follow each charge from booking to receipt
A payment belongs to a member and a booking. When a chargeable booking is confirmed, a payment is raised as Pending for the amount due. When the money arrives, by card at the desk or online, the Accounts Coordinator records the amount and received date and marks it Confirmed. A refund after a cancellation is marked Refunded once the Aquatics Manager approves it.
Keeping the charge on the booking answers the usual questions quickly: which session it was for, when it was paid and whether any of it went back.
How the work is organized
- Pending charges on one list. The desk collects them at arrival.
- Confirmation on receipt. A payment is Confirmed only when the money is in hand or the provider confirms it.
- Refunds approved by the manager. The Aquatics Manager decides; accounts records it.
What to agree during setup
Agree which bookings raise a charge: casual swims, lane hire, lessons outside a plan. Set the refund policy for member cancellations and for sessions the pool cancels, such as after a water check failure. Agree how online payments are confirmed and matched.
Check the handoff on an actual case
The triathlon club’s lane hire raises a pending charge for two lanes. The coach pays by card on arrival; the Accounts Coordinator matches the terminal receipt and confirms the payment.
The next week, a water check closes the main pool and the lane hire session is cancelled. The front desk cancels the club’s booking, the Aquatics Manager approves a full refund, and accounts marks the payment Refunded once the card refund goes through.
At the end of each day, the Accounts Coordinator compares confirmed payments with the card terminal and online provider reports, and the front desk follows up any charge still pending for a swimmer who has already attended. Refunds issued for pool closures are listed together so the manager can see the cost of each closure.
What your team sees
- Pending Payments — Charges waiting for money, with member, booking and amount.
- Payments by Received At — Payments received or refunded, with amounts and dates.
Follow the work through
- Cancellations and refunds: From cancellation to refunded payment.
- Booking to attendance: Where charges are raised.
Plan the payment connection before taking online payments.
What it keeps track of
Data model- Payments
- Charges raised against a booking and their reconciliation state.
- Bookings
- A member's reserved places on a session.
- Members
- Customers holding a membership or paying per session.
Who uses it
Permissions- Accounts Coordinator
- , Aquatics Manager, Front Desk Coordinator.
- Accounts confirms money and records refunds.
- The manager approves refunds.
- The desk collects pending charges.
Set up Swimming Pool Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.