Payments & charges

This is the record of every payment your academy has ever taken — subscription renewals, one-time charges, and store purchases, all in one place. For how to actually charge someone, see Charging a member.

Find any payment

Go to Payments, then click the History tab. Every payment your academy has ever taken lives here, newest first — a subscription renewal, a one-time charge you created, and a store sale all show up in the same list.

1. 1Hover any amount in Received to see exactly where the difference went.

Search by member name, email, or what the payment was for. Use Type to narrow to one kind of payment:

Use Status to narrow by outcome — see what each status means below. Keep scrolling and more of your history loads, so there's no limit on how far back you can go.

See what you actually received

Every row shows two amounts. Paid is what the member paid. Received is what actually landed in your account, after the card processor's cut and TrainOS's own fee are taken out. Hover Received on any row to see exactly where the difference went — the Provider fee and the Platform fee, broken out separately. TrainOS shows you the real number, fees included.

Look up one member's payments

Every member's profile has its own Recent Payments card — the same records from the ledger, scoped to just them. It shows their last five payments, with the date, the amount, and what happened to each.

Get a receipt

Every payment in your History has a View Receipt and an Email Receipt action, right on its row, once it's actually gone through — succeeded, refunded, or partially refunded. Click View Receipt to open it yourself, or Email Receipt to send it straight to the member.

Pending or failed payments, and anything imported from whatever you used before TrainOS, don't have a receipt to pull — a receipt comes from the original transaction, and there isn't one on file for those.

Refund a payment

Refund any payment, in full or in part, from its actions in the History tab — on the web dashboard or from your phone. Only owners and admins can do this.

A refunded payment never disappears from your history. It stays right where it was, just marked Refunded or Partial refund, so your records stay complete. The member sees the same thing in their own app — the payment stays in their history, now showing the refund.

What each status means

What members see

Members see their own payment history in their app too — every payment they've made, itemized, including store purchases broken out item by item.

They can tap any payment to see its details and pull their own receipt. They can't refund anything themselves — that's on you.

Who's allowed to do what

Instructors and students see their own payment history from the mobile app — this page itself, like the rest of the web dashboard, is for owners and admins only.

See also

• Charging a member — how to actually take a payment
• Subscriptions & policies — failed renewals and what happens next
• Cards on file — how a card gets saved and updated
• Academy store — products, stock, and orders