Registration deposit and balance payment

Overview

League OS lets you split the registration fee into two parts: a reservation deposit collected upfront when you accept a team's application, and a balance due later. This is useful when you want to confirm a team's spot quickly without requiring full payment on the spot — for example, when rosters are still being finalised or payment deadlines are weeks away.

When a team pays the deposit their application moves to Reserved. Once they settle the remaining balance their application is automatically approved and they are fully registered for the season.

If you prefer to collect the full fee in one payment, you can leave the deposit disabled — everything on this page still applies to the full-payment flow, just without the two-step split.

Configuring the reservation deposit

Open your season's Registration settings and look for the Reservation fee section.

Setting	What it does
None	No deposit. Teams pay the full registration fee in one payment.
Fixed amount	Teams pay a set amount as their deposit (e.g. PHP 500).
Percentage	Teams pay a percentage of their total fee as the deposit (e.g. 25%).

Set Reservation fee value to the amount or percentage you want to collect upfront. The deposit is always capped at the full registration fee — if the calculated deposit exceeds the total, the system treats it as a full payment.

You can also set an Installment 2 due date — the deadline shown to teams for paying the balance. This is displayed on the balance payment page and is for reference only; it does not automatically block late payments.

How the two-payment flow works

Once the deposit is configured, the application follows this sequence:

1. Team submits an application — status is Submitted, then moves to Under Review when you start reviewing it.
2. You accept the application — status moves to Accepted. The system sends the team an email with a checkout link.
3. Team pays the deposit — status moves to Reserved. The system records a paid reservation installment and creates a pending balance installment for the remainder.
4. Team pays the balance — status moves to Approved. The team is fully registered.

If you accept a team on a season with no reservation fee configured, the checkout link asks for the full amount and the application jumps straight from Accepted to Approved on payment.

How teams pay the balance

After paying the deposit, teams receive the balance checkout page link in their acceptance email. They can also return to it any time — the link does not expire.

On the balance page teams choose their payment method:

• Card — processed via Stripe.
• GCash — available for Philippine leagues when Airwallex is enabled.

Once payment completes the balance installment is marked paid, the parent registration fee closes, and the application status updates to Approved automatically — no admin action required.

Collecting the balance as an admin

You can handle balance payment manually from the Registration Fees page inside the season.

Send a payment link

If a team has misplaced their link or you want to prompt them to pay:

1. Open the season and go to Registration Fees.
2. Find the team's fee row and expand the installments.
3. Click Send Link next to the balance installment.

League OS emails the team a direct link to the balance checkout page. The email goes to the team manager's registered address.

Mark as paid manually

For cash or bank-transfer payments collected outside the platform:

1. Open the season and go to Registration Fees.
2. Find the team's fee row and expand the installments.
3. Click Mark as Paid on the balance installment.
4. Select the payment method (Cash, E-transfer, Cheque, or Other) and confirm.

Marking the last installment paid closes the fee and approves the application automatically.

Edge cases

• Team withdraws after paying the deposit — the deposit is non-refundable by default. You can issue a refund manually from the registration fee record if your league policy allows it. The application moves to Withdrawn.
• Full fee paid at once — if the checkout total equals the registration fee (no deposit configured, or deposit equals full amount), only one installment is created and the application is approved immediately.
• Deposit exceeds calculated balance — this cannot happen. The system caps the deposit at the full registration fee; if they are equal the flow behaves as a single full payment.
• Admin approves without online payment — use Mark as Paid on the fee record directly (not the installment) to record a full offline collection in one step. This also approves the application.