This article walks through how to issue refunds in ClubRight for each payment method (Direct Debit, card, and cash), the timing rules to be aware of, and the known limits.
⚠️ Partial refunds are not supported. If you need to return part of a payment to a member, you have two options: issue the partial refund outside ClubRight (cash or bank transfer), or refund the full payment in ClubRight and then create a new transaction for the original amount minus the refund value.
Refunding a recurring membership payment
Recurring membership payments collected automatically, whether by Direct Debit (ClubRight Pay or GoCardless) or by card, are refunded from the member's membership schedule. The same flow applies regardless of payment method.
Open the member's profile from Contacts.
Click the membership that contains the payment.
Click View full schedule.
Locate the dated payment showing Success.
Click the refund (bin) icon next to the payment.
Enter your refund reason.
Click Refund.
Direct Debit refund timing
You cannot refund a Direct Debit payment on the collection date itself, because the payment can still be returned as unpaid by the member's bank up until midnight that day. Wait until the payment shows as Success before refunding. Refunded funds typically return to the payer's bank account within seven days.
ClubRight Pay Card refund balance requirement
For card refunds via ClubRight Pay Card, your available payout balance must be equal to or greater than the refund amount. See ClubRight Pay Card payout timings for more on managing your balance for refunds.
If a Direct Debit was collected but should not have been
If a Direct Debit payment was collected by mistake, follow the steps above once the payment has cleared. Waiting for the payment to clear before refunding ensures the refund actually completes and your ClubRight financial records remain accurate.
Refunding a one-off card payment (till or terminal)
For manual card payments taken through the ClubRight till (including product purchases, credit top-ups, and one-off membership payments taken via the ClubRight Pay Card terminal):
Open the member's profile from Contacts.
Go to the Purchases section.
Click the transaction you want to refund.
Click Refund.
The refunded amount will be returned to the member's card. The same balance requirement applies as for recurring card refunds: your available ClubRight Pay Card balance must cover the refund amount.
Refunding a cash payment
Cash refunds work the same way as manual card refunds in ClubRight, but with one key difference: ClubRight does not return the money for you. Processing the refund in ClubRight keeps your till record accurate, and you need to hand the cash back to the member in person.
Open the member's profile from Contacts.
Go to the Purchases section.
Click the cash purchase you want to refund.
Click Refund.
Hand back the cash to the member in person.
Helpful tip
💡 Record a clear reason on every refund. The refund reason field stays on the payment record permanently and helps you and your team understand the context months later, especially if a dispute or query comes up.
Have more questions about refunds?
If you have a refund question that is not covered here, our Customer Success team is happy to help. Reach out via the orange chat button at the bottom right of your ClubRight dashboard.
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