Canceling and Refunding a Clients Pass

In Union, canceling a pass or registration doesn't automatically refund the payment. Follow these best practices to efficiently cancel a pass and issue a refund either to the original payment method or their account balance. For more guidance, refer to our video tutorial.

Canceling a Pass and Issuing a Refund to a Student Credit Card:

    • Locate the specific member through a global search and select their name

    • Scroll to Recent Orders and click "View"
    • Click "Refund Items".

    • Select the pass and refund amount, providing a reason for the refund.
    • A green success bar will confirm the processed refund.

Refunding a Custom Amount:

    • From the order page, click the drop-down arrow.
    • Adjust the refund amount in the pop-up window, providing a reason.

Cancelling a Pass:

    • If necessary, click "Cancel Now" to ensure the pass can no longer be used for registrations.

Email Confirmation for Users:

    • Users will receive an email confirmation once the refund is issued.

Refunding to Union Account Balance:

    • Toggle the option to "Refund to Union Account Balance" if you choose to apply the total to the customer's account credit
    • Confirm that the destination now states "account balance."

    • Clicking the customer's bolded name will take you back to their account, where you can view the newly added credit.

Opting to refund to the Union Account Balance allows the customer to use the credit for a different pass/subscription purchase.

    • A refund doesn't cancel a customer's pass. Be sure to click "Cancel" if the pass should no longer be used for registrations.

Email Confirmation for Customers:

    • Customers will receive an email notifying them of the refund.

By following these steps, you can ensure a smooth experience for both you and your customers, building trust and loyalty in the process. Should you encounter any challenges along the way, don't hesitate to refer back to our comprehensive guide or reach out to our support team for further assistance at We're here to help you navigate the intricacies of pass management and refunds with confidence.

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