How Do I Process a Refund?

When you need to process a full or partial refund, ActivityHero makes it easy to issue a refund back to the purchaser.

Types of Refunds
Process a Refund
Are ActivityHero Fees Refundable?

Note: ActivityHero cannot issue refunds without provider consent. If a parent contacts you for a refund, you can issue it from your dashboard at any time. 

Types of Refunds

• Credit Card Refund: Available if the original transaction was within 270 days. The refund is issued back to the same card and usually appears within 5-10 business days.
• Provider Credit: A credit toward a future program you offer. Families can apply this credit during checkout for a new registration.
• Check: If a credit card refund is not possible, your business can issue a refund by sending a check directly to the customer.

Process a Refund ↑

1. From your dashboard, hover over Registrations & Payments and click Registration Reports.
2. Search for the name of the participant you want to refund, then locate them in the results.
3. Below the participant's name and information, click Action, then select Refunds and Cancellations.
4. Click Enter Refund Amount.
5. Confirm or customize the refund amount, select the refund method (credit card, provider credit, or check), and add any relevant notes.
6. Click Process Refund to complete the transaction.

The purchaser automatically receives an email confirming that the refund has been processed.

To change a participant's enrollment status to Cancelled, click Cancel Registration. This immediately removes the registration and opens a spot in the session.

Tip: If there are participants on the waitlist, consider invoicing them before cancelling the registration so they have the first opportunity to claim the open spot.

Note: Refunds can be issued back to the purchaser's credit card if the original payment was made within the past 270 days (9 months). For transactions older than 270 days, refunds must be issued by check or as a provider credit.

Are ActivityHero Fees Refundable? ↑

ActivityHero's registration fee (or marketing fee, if applicable) is non-refundable. These fees cover the use of registration tools and/or advertising services and are incurred at the time of registration.