Refunds

Any fee paid online can be refunded from the fees panel — useful when someone drops out, or pays twice by mistake. Open Refund next to the attendee, check the amount (it defaults to everything still refundable, but you can refund part of it), add a reason if it's helpful, and confirm. The money goes back to the account it came from and usually arrives within a few working days.

Two limits are worth knowing about, because both come from GoCardless rather than from us. A payment can't be refunded for seven days after it was collected — if you try, the app tells you the date it becomes possible. And a refund can only be paid out of money GoCardless still holds for your group, so once a payment has been paid out to your bank account it can no longer be refunded this way; you'd need to send it back yourself. The app tells you your available refund balance when that happens.

Once a refund is issued the fee stops counting as paid, so a refunded attendee reappears in your unpaid list — which is usually what you want, but worth expecting.

You also can't remove someone from the roster while they have a payment outstanding or already collected, and the same goes for deleting a whole camp. Camp Planner will tell you who and why. That's deliberate: their payment lives against their record, so deleting them would leave the money with nothing here to attach it to — you'd be unable to see it or refund it, even though GoCardless still holds it. Refund them first, or tick the fee as paid by hand if they settled it another way, and the removal will then go through.

Rather than typing a fee amount in blind, a contribution rules panel can work it out for you from the Budget tab's own itemised costs. Choose whether adults/leaders and young leaders pay the same Standard fee as campers, nothing, just the food cost, or a fixed amount — the suggested Standard fee updates live as you add costs or change rules, and one click applies it. If an adult or young leader's rule works out above £0, they get billed for real — a payment link, a place in the paid/unpaid list — the same as any other attendee, which is new: adults have never been chargeable before.