How to mark a booking or activity as paid in Playtomic Manager

Keeping your club’s payments up to date helps your team stay aligned, reduces mistakes at reception, and makes end-of-day reconciliation much easier. In this guide, you’ll learn how to mark payments as Paid for both bookings and activities in Playtomic Manager.

Before you start

Whether a club admin can mark a booking or activity as paid depends on their permissions. To do it, the admin must have Schedule permissions with View and Edit access.

How to mark a payment for a booking/activity

1. Open Playtomic Manager
2. Go to Schedule
3. Find the booking or activity
   • Locate it by date/time/court, or search by customer name using the search bar.
4. Open the booking/activity details
5. Next to each participant, you’ll see the amount due and a Mark as paid button.
6. Confirm the amount
   • Check that the total matches the booking price (including any discounts).
   • If you need to adjust the amount per player, click Edit, and enter the correct amount.
7. Select the payment method
   • Click Mark as paid to open the dropdown.
   • Choose the right method (e.g., Card, Cash, Transfer, Wallet—depending on what your club has enabled and configured).
   • If you select Wallet, the amount will be taken from the customer’s wallet balance (when available and allowed for that activity/time).
8. Click Save changes
9. You’ll now see the booking/activity with a Paid status. The payment will also appear in your Payments list and reports.

Undo a payment or change the payment method

Made a mistake, or need to refund a player? You can fix it in a couple of clicks by removing the participant from the booking or activity.

To remove a participant and refund them:

1. Open the booking or activity in Schedule.
2. Click the three vertical dots (⋮) next to the participant.
3. Select Remove participant, then click Save.

What happens to the payment depends on how the player paid:

• Paid online: the refund is issued automatically to their online payment method, or the amount goes back to their club wallet balance.
• Paid at the club: your club is responsible for refunding the player directly.

You'll see the refunded transaction with a Refund status in Payments > Processed.

To change the payment method:

(e.g., you marked a payment as Card, but the player actually paid in Cash).

1. Remove the participant as described above, and click Save.
2. Open the booking or activity again and add the same participant back.
3. Click Mark as paid, select the correct payment method, and click Save changes.

In Payments > Processed, you'll see both the refunded payment and the new one with the correct payment method, so your records stay accurate.

💡 Tip: You can use this same flow whenever you need to refund a player, remove a participant, replace a participant with someone else, or correct a payment method.

Online bookings: handling payments at the club

If the reservation was paid online via split payment, each player is expected to pay their share through the app. However, if a player pays at the club instead, make sure to mark their share as Paid in Playtomic Manager within 2 hours of the match ending — otherwise the system will automatically charge the remaining balance to the booking owner. If that happens, the club will need to refund the booking owner directly.

Important: This 2-hour window can close earlier than expected. Once a player uploads the match result in the app, their payment can no longer be marked as Paid — even if you're still within the 2 hours.

To avoid missing the window, we recommend marking a player's payment as Paid as soon as they pay at the club — ideally before the match starts, rather than waiting until after it ends.

💬 Need Help?

If you have any questions or need further assistance, don't worry! 😊 You can always contact our Customer Care team. We're here to help!