Draft for legal review: This article describes how Redswing works in plain language. It is not tax or legal advice and an attorney has not reviewed it yet. Ask your tax advisor or attorney about your own situation.
A team emails to say they can't play. This page takes you from that email to an open spot, with the money handled and your records right. It takes about five minutes.
Who can do this: Admin for card refunds. Admin or Editor for everything else. You will need: the team's name, and the captain's email (it is on their row on Golfers).
The short version
- Find out how they paid.
- Card: refund them on Get paid. A full refund takes them off the field by itself.
- Cash or check: give the money back yourself, then use Remove on Golfers. Redswing records it as given back.
- Not paid yet, or comp: use Remove on Golfers. Nothing to refund.
- Fill the spot, and tell the team it's done.
Step 1: Find out how they paid
- Open your event and choose Golfers in the sidebar.
- Find the team. Look at the Paid column on their row:
| The row says | What it means | Go to |
|---|---|---|
| Waiting to be paid: $... | They reserved a spot but have not paid you yet. | Path C |
| Comp | You gave them free spots. | Path C |
| Paid $... | They paid, either online by card or to you by cash or check. | Try Path C first: Redswing tells you if it was a card. |
Not sure if it was a card? Tap Remove, then Remove from event. If they paid by card, Redswing stops and says "This golfer paid by card. Refund them on the Get paid page; that removes them." Nothing is changed when you see that message. Go to Path A.
Path A: They paid online by card
Only an organization Admin can do this.
- Open Get paid (in the Money group of the event sidebar).
- Scroll to the bottom and tap Refund a payment.
- Find the team's payment: "Registration · " followed by the captain's email, then the date and Card. The team paid once for everyone, so it is one payment for the whole team.
- Leave Refund amount ($) as it is to refund everything. Type a Reason, such as "Team cancelled".
- Tap Review refund. Check Back to the buyer and Redswing fee returned to you in the Confirm this refund box.
- Tap Send refund. You see Refund sent.
- Go back to Golfers. Once Square confirms the full refund, the team is no longer on the list and its spots are open. You do not need to press Remove. If the team is still there, Square has not confirmed yet; refresh in a few minutes.
What the money does: The money goes back to the buyer's card. Redswing's fee on this payment is returned too. The golfer's Redswing receipt already told them: "If you are refunded, your booking fee is refunded too (in proportion, for a partial refund)." The time it takes to show on their card is up to their bank.
Refunding only part (for example, you keep a deposit): type the smaller amount in step 4. The team then stays on the list with all its golfers. If they are not coming, they stay on your list and you leave them out of check-in; with a part refund, Redswing has no way to take a card-paid team off the field. See Refund part of a payment.
Path B: They paid you cash or by check
- Give the money back yourself first: cash, a check from your organization, or your own payment link. Redswing never holds or moves this money.
- On Golfers, tap Remove on the team's row.
- Read the panel: "Their spot opens up and they come off pairings and check-in. Any cash or check you recorded is marked as given back." Tap Remove from event.
- You see "... was removed. Their spot is open again." Your records now show the whole cash or check amount as given back, with the reason "Removed by the organizer".
Giving back only part (for example, a deposit you keep)? Don't use Remove yet. Record the part you gave back on Get paid → Refund a payment (the payment says Paid to you directly). See Give back cash or a check.
Path C: They have not paid yet, or were a comp
- On Golfers, tap Remove on the team's row.
- Tap Remove from event.
- The amount they owed is cancelled and leaves Payments you are waiting on on Get paid. A comp has nothing to undo.
Step 3: Fill the spot
- Waitlist on? The Waitlist box on Golfers now shows the open spots (refresh the page if it doesn't yet). Email or call the first team that fits, then tap Add to field. See A team cancels: fill the spot from the waitlist.
- No waitlist? The event page takes sign-ups again as soon as there is room.
- Pairings: the team's seats in their group are now empty. Put the new team in, or leave them empty. See Move a golfer to another group.
Step 4: Tell the team
Redswing does not email or text the team about a removal or a refund. Send them a short note yourself: what you refunded (or gave back), and that card refunds can take a few business days to appear.
What you can't do, and the workaround
| Situation | Why | What to do |
|---|---|---|
| "This golfer already has scores, so removing them would change the leaderboard. Leave them on the list." | Redswing never deletes scores from the board. | Leave them on. If they owe a refund, refund on Get paid; a full card refund still takes them off the field. See I can't remove a golfer. |
| One golfer on a team cancels, not the whole team | Remove works on the whole sign-up. | Someone replaces them: Edit names (Replace a golfer with someone else). Nobody replaces them: leave them on the list, don't check them in, and refund their share as a part refund if you want to. |
| You removed the wrong team | There is no undo. | Add them back with Add golfer (Add a golfer by hand) and record their payment again. |
| The Remove or refund form is missing | You have view-only access, or you are an Editor (card refunds are Admin only). | Ask an Admin. |
Records Redswing keeps
A removed sign-up is not deleted. It stays in Redswing's records, marked as removed, with who removed it, when, and the reason. It no longer counts as a golfer anywhere: Golfers, the Golfers export, pairings, check-in, scoring links and Tax receipts. Refunds keep their reason and amount.
Related
- Refund a golfer or team that paid by card
- Remove a golfer or a team
- Give back cash or a check
- A team cancels: fill the spot from the waitlist
- I can't remove a golfer
- Write your refund policy
Screenshots show a sample event. Not real data.