Refund and Withdrawal Settings for a Meet
When creating a meet in Swim Central, administrators can configure refund and withdrawal settings to control how participant race withdrawals are handled. Depending on how these settings are configured, Swim Central may allow participants to request a withdrawal, automatically scratch them from a race, process a refund, or send the request to the meet host for review.
Depending on how they are configured, Swim Central will either:
- hide the withdrawal option from the participant,
- allow the participant to submit a withdrawal request,
- automatically scratch the participant from the race,
- automatically process a refund, or
- send the request to the meet host for manual review.
Important
- Before nominations close: participant requests may be processed automatically, depending on the settings selected.
- After nominations close: any participant request must be reviewed by the meet host.
- After the meet has finished: the withdrawal button will no longer appear.
Field Descriptions
Allow Refunds
Determines whether a participant can request a refund when withdrawing from a race.
- If enabled, a refund request may either be processed automatically or reviewed by the meet host, depending on the withdrawal settings and the timing of the request.
- If disabled, a participant cannot request a refund through the participant withdrawal workflow or from their purchase order history
Allow Automatic Nomination Withdrawal
Determines whether Swim Central will automatically remove a participant from a race when they submit a withdrawal request.
- If Allow Refunds is also enabled, a refund may also be processed, depending on the timing of the request.
- If Allow Refunds is disabled, the participant will still be removed from the race, but no refund will be issued.
- If Automatic Nomination Withdrawal is disabled, the participant’s request will require meet host review and action.
Nomination Withdrawal Fee
Allows a fee to be retained when a participant withdraws from a race.
- If a fee is entered, it will be deducted from any refund issued.
- This fee cannot be greater than the race nomination fee set in Meet Manager.
What Happens Before Nominations Close
The table below shows what Swim Central will do based on the combination of settings selected.
| Allow Refunds | Allow Automatic Withdrawal | What the Participant Sees | What Swim Central Does |
|---|---|---|---|
| No | No | No withdrawal button | No automated action is available. The participant must contact the meet host directly. |
| Yes | No | Withdrawal button displayed | The participant can request a withdrawal/refund, but the meet host must review and process it manually. |
| No | Yes | Withdrawal button displayed | Swim Central automatically scratches the participant from the race. No refund is issued. |
| Yes | Yes | Withdrawal button displayed | Swim Central automatically scratches the participant and processes the refund. If a withdrawal fee is set, it is deducted from the refund. |
Administrator Actions Before Nominations Close
| Allow Refunds | Allow Automatic Withdrawal | Administrator Outcome |
|---|---|---|
| Yes | Yes | Swim Central automatically withdraws the participant and issues a refund, less any withdrawal fee if one has been set. |
| Yes | No | The meet host must review the request and either scratch, approve a full refund, or decline the request. |
| No | No | No participant self-service action is available. The participant must contact the meet host directly, and any refund action must be handled manually from the Sales page if required. |
| No | Yes | Swim Central automatically withdraws the participant from the race. No refund is issued. |
Administrator Actions After Nominations Close
Once nominations have closed, participant requests are not processed automatically. The meet host must review all requests.
| Allow Refunds | Allow Automatic Withdrawal | Administrator Outcome |
|---|---|---|
| Yes | Yes | The meet host reviews the request and can approve a partial refund, approve a full refund, or decline the request. |
| Yes | No | The meet host reviews the request and can scratch, approve a full refund, or decline the request. |
| No | No | The meet host reviews the request and can scratch, approve a full refund, or decline the request. |
| No | Yes | The meet host reviews the request and can scratch or decline the request. No refund is available. |
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