How to pay for an event registration, issue refunds, and view charges

When an event registration has a fee, patrons will be able to pay for their registration online via credit card. If a patron is unable or forgot to pay online, LibCal also provides staff with a way to record in-person payments. Should a registration be canceled, LibCal will automatically initiate a refund for any payments made via credit card.

In addition, LibCal keeps track of all payments and refunds for each event registration, with each including a link directly to your payment processor for more detailed information. These records can be viewed directly within each event's Manage Events page, as well as via the Admin > Billing > Charges page.

Before you begin: if you have not yet set up billing for your LibCal system, please see Configuring your LibCal billing and payments settings.

Paying online with a credit card

LibCal makes it easy for patrons to pay for their registrations online using a credit card. After a registration is submitted, patrons will be given the option to pay right from the confirmation page. They'll also receive email notifications including a payment link, as well, in case they prefer to pay later.

If the user was provided with a coupon/discount code, they can enter it on the payment screen.

Click on the panels below to learn more about credit card payments.

Important: Each payment processor (i.e. Stripe or Braintree) charges different transaction fees for things like handling payments and issuing refunds. These fees are part of the merchant agreement each library will have to agree to with their chosen payment processor. Please note that:

  • Springshare does not collect any fees. Inquiries about charges, refunds, and transaction fees should be directed to your payment processor, accordingly.
  • Springshare has no direct contact with credit card information during the payment process. All of the actual payment information passes directly from the payment page to the payment processor.
  • Only one payment processor can be used to collect payments at a time. Once you start collecting payments, your settings will be locked in and you will not be able to switch between payment processors. Please contact the Springy Support team if you need to change these settings.

When a user submits their registration, the confirmation page will display the Pay via credit card button. When a user clicks this button, a secure form will display that allows them to submit a credit card payment using your chosen payment processor (i.e. Stripe or Braintree). If their payment was successful, a confirmation message will appear on screen and an email receipt will be sent containing their transaction ID (this uses the Event Payment Receipt email template for your location).

Please note that the default Event Confirmation email template also includes a payment link. If a user forgets to click the Pay via credit card button after submitting their registration, this will allow them to still pay by credit card at a later time.

The Pay via Credit Card and Pay In Person buttons

If a user is unable to pay online with a credit card, or would simply prefer to pay with a different method, they can click the Pay In Person button instead. In the event's Registrations list, the attendee will be listed as Payment Pending so you know that they have not yet paid.

If an event is full and has the waiting list enabled, patrons will not be prompted to pay after signing up for the waiting list. Instead, they will be prompted to pay only if they come off of the waiting list. The Coming off the Waiting List and being confirmed email template contains a link that will allow patrons to pay online via credit card.

The link to pay for a registration when coming off the waiting list

Credit card payments cannot be entered by staff when adding an attendee via an event's Manage Event > Registrations page. However, if you choose the option to send the user a confirmation email, it will contain a link to the secure payment page, allowing the patron can pay via credit card.

The Send Confirmation Email to User option in the New Attendee window

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Recording an in-person payment

If a patron is unable to pay for their booking online or you have not connected LibCal to a payment processor, you can still record that their registration was paid in person. That way, if a patron brings cash or a check to the library, you can ensure that your LibCal billing records are up-to-date. When an in-person payment is recorded, no transaction will be created with your chosen payment processor. Click on the panels below to learn more about in-person payments.

  1. Log into LibCal and click on Calendars in the navigation bar.
  2. Click on the name of the calendar you want to edit in the Modify/View Calendar column.

Clicking the name of a calendar

  1. Click on the event for which the patron is registered.

Clicking on an event in the calendar

  1. In the event details window, click on the Manage Event button.

The Manage Event button

  1. Under the Registrations tab, locate the patron for which you want to record a payment and click on their checkmark () icon in the Actions column.
    1. Unpaid registrations will display a status of Payment Pending. Clicking on this status will also allow you to record an in-person payment.

Options for accepting in-person payments under the Registrations tab

  1. In the Accept In-Person Payment window, you'll see details for the registration.
  2. If you would like to edit the amount due, click on the Edit link next to the Total Cost. In the text field that appears, enter the new amount and click the Set button to apply it.
    • When the cost has been edited, "(overridden)" will be displayed next to the paid amount under Admin > Billing > Charges
    • The charge's billing details will display both the revised and original costs for your records. 
  3. Use the text box below the Booking Details box to add optional notes with this payment.
  4. Check the Send Email to notify user checkbox to have an email set to the user to confirm their payment.
  5. To apply a discount code to the amount due, enter a valid code in the Apply a discount code field and click the Apply. (Admin users can view/manage your system's discount codes under Admin > Billing > Coupons/Discount Codes.)
  6. Click on the Accept Payment button. This will update the status of the charge to Paid.

The Accept In-Person Payment window

  1. Log into LibCal and click on Calendars in the navigation bar.
  2. Locate the calendar containing the event and click on its Event Explorer link.

The Event Explorer link on the Calendar Index page

  1. Search for the event you want to view, using the filters at the top of the page, then click the Submit button.
    1. Set the Show Registration Responses option to Yes.

Options for searching the event explorer

  1. Locate the event for which the patron registered and click on its Show button in the Registration Enabled column.

The Show button in the Registration Enabled column

  1. In the Registrations table, locate the patron for which you want to record a payment and click on the Unpaid link in its Status column.

Clicking a registration's Unpaid link in the Status column

  1. In the Accept In-Person Payment window, you'll see details for the registration.
  2. If you would like to edit the amount due, click on the Edit link next to the Total Cost. In the text field that appears, enter the new amount and click the Set button to apply it.
    • When the cost has been edited, "(overridden)" will be displayed next to the paid amount under Admin > Billing > Charges
    • The charge's billing details will display both the revised and original costs for your records. 
  3. Use the text box below the Booking Details box to add optional notes with this payment.
  4. Check the Send Email to notify user checkbox to have an email set to the user to confirm their payment.
  5. To apply a discount code to the amount due, enter a valid code in the Apply a discount code field and click the Apply. (Admin users can view/manage your system's discount codes under Admin > Billing > Coupons/Discount Codes.)
  6. Click on the Accept Payment button. This will update the status of the charge to Paid.

The Accept In-Person Payment window

  1. Log into LibCal and go to Admin > Billing.
  2. Under the Charges tab, locate the charge for which you want to record a payment and click on its checkmark () icon in the Actions column.
    1. You can filter the list of charges by source (event or booking), date, or status.
    2. All unpaid charges will be listed with a status of Outstanding.
    3. The table of charges can be searched by email, date, registration ID, and amount.
    4. Clicking on the link in the Source column will display the booking or event registration's details.

Options under the Charges tab

  1. In the Accept In-Person Payment window, you'll see details for the registration.
  2. If you would like to edit the amount due, click on the Edit link next to the Total Cost. In the text field that appears, enter the new amount and click the Set button to apply it.
    • When the cost has been edited, "(overridden)" will be displayed next to the paid amount under Admin > Billing > Charges
    • The charge's billing details will display both the revised and original costs for your records. 
  3. Use the text box below the Booking Details box to add optional notes with this payment.
  4. Check the Send Email to notify user checkbox to have an email set to the user to confirm their payment.
  5. To apply a discount code to the amount due, enter a valid code in the Apply a discount code field and click the Apply. (Admin users can view/manage your system's discount codes under Admin > Billing > Coupons/Discount Codes.)
  6. Click on the Accept Payment button. This will update the status of the charge to Paid.

The Accept In-Person Payment window

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Refunding canceled registrations

When a registration is canceled but has already been paid, LibCal will automatically initiate a refund.

  • Credit card payments that have already posted will be refunded by your payment processor.
  • Credit card payments that have not yet posted (i.e. within minutes or hours after payment) may instead be voided by your payment processor.
  • In-person payments will be updated to a status of "Refunded", but you will still need to coordinate the actual refund to your patron.

Please note that the exact refund process may vary by payment processor so please contact them directly for details.

Please also note if a registration that contains multiple attendees is canceled, refunds cannot be issued for individual attendees. The entire registration for all attendees is canceled to ensure that billing charges for the entire registration are refunded at once.

If a registration is canceled by the patron using the link provided in their confirmation email, LibCal will indicate that a refund has been issued on the cancelation confirmation page. The text of this message can be customized in your LibCal language options, under Custom Language > Billing.

Registration cancellation message indicating a refund was issued

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Viewing the status of payments and refunds

Each payment and refund initiated by LibCal will include a link to the corresponding transaction with your payment processor. This makes it easy for you to check on the exact posting status and date of each transaction with your payment processor. Click on the panels below to learn more about viewing payment and refund information.

  1. Log into LibCal and click on Calendars in the navigation bar.
  2. Click on the name of the calendar you want to edit in the Modify/View Calendar column.

Clicking the name of a calendar

  1. Click on the event for which the patron is registered.

Clicking on an event in the calendar

  1. In the event details window, click on the Manage Event button.

The Manage Event button

  1. Under the Registrations tab, locate the patron for which you want to record a payment and click on its Status.
    1. You can also view payment and refund details for canceled registrations under the Cancelled tab.

Clicking a registration's status

  1. ​In the Booking Payment Details window that appears, the Payment Details box will list the time stamp of the transactions, along with a link to view the transaction details in your payment processor's site.

The Booking Payment Details window

  1. Log into LibCal and click on Calendars in the navigation bar.
  2. Locate the calendar containing the event and click on its Event Explorer link.

The Event Explorer link on the Calendar Index page

  1. Search for the event you want to view, using the filters at the top of the page, then click the Submit button.
    1. Set the Show Registration Responses option to Yes.

Options for searching the event explorer

  1. Locate the event you want to view and click on its Show button in the Registration Enabled column.

The Show button in the Registration Enabled column

  1. In the Registrations table, locate the registration you want to view and click on its Status.

Clicking a registration's link in the Status column

  1. ​In the Booking Payment Details window that appears, the Payment Details box will list the time stamp of the transactions, along with a link to view the transaction details in your payment processor's site.

The Booking Payment Details window

  1. Log into LibCal and go to Admin > Billing.
  2. Under the Charges tab, locate the charge for which you want to record a payment and click on its Status.
    1. You can filter the list of charges by source (event or booking), date, or status.
    2. The table of charges can be searched by email, date, registration ID, and amount.
    3. Clicking on the link in the Source column will display the booking or event registration's details.

A Status link under the Charges tab

  1. ​In the Booking Payment Details window that appears, the Payment Details box will list the time stamp of the transactions, along with a link to view the transaction details in your payment processor's site.

The Booking Payment Details window showing payment details

Printing a receipt

After a booking has been paid for, the Booking Payment Details window will include a Receipt button that can be clicked on to generate a printable receipt. The receipt will include details for the event, cost of the booking, and payment confirmation.

The Booking Payment Details window highlighting the Receipt button

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