Refunds & Cancellations

How refunds are processed when bookings are cancelled.

Overview

DigiWedge TeeTime includes a multi-method refund engine that automatically processes refunds based on configurable policies. The system supports multiple refund destinations with automatic fallback.

Refund Methods

Method	Description	Use Case
Wallet	Credit to player's digital wallet	Members with active wallet accounts
Voucher	Issue a booking voucher	Guests, expired wallet, promotional credits
PSP	Refund to original payment method	Card payments via Stripe/Peach/etc.
Manual	Flag for staff processing	Edge cases, disputes, partial refunds

Refund Flow

flowchart TD
    A[Booking Cancelled] --> B{Policy Allows Refund?}
    B -->|No| C[No Refund - Log Reason]
    B -->|Yes| D{Determine Method}
    D --> E{Try Primary Method}
    E -->|Success| F[Refund Complete]
    E -->|Fail| G{Fallback Available?}
    G -->|Yes| H[Try Fallback Method]
    H --> E
    G -->|No| I[Mark for Manual Review]

Refund Policies

Policy Configuration

Each course can configure:

• Auto-refund enabled: Process automatically or require approval
• Primary refund method: Default destination (WALLET, VOUCHER, PSP)
• Fallback methods: Ordered list if primary fails
• Per-player-type overrides: Different rules for members vs visitors

Example Policy

{
  "autoRefund": true,
  "method": "WALLET",
  "fallbackMethods": ["VOUCHER", "PSP"],
  "perType": {
    "member": {
      "autoRefund": true,
      "method": "WALLET",
      "fallbackMethods": ["VOUCHER"]
    },
    "visitor": {
      "autoRefund": true,
      "method": "PSP",
      "fallbackMethods": ["VOUCHER"]
    }
  }
}

Wallet Refunds

Refunds to the player's digital wallet account:

Requirements

• Player must have an active wallet account
• Wallet must be linked to the same club/tenant
• Wallet currency must match booking currency
• Wallet status must be OPEN (not CLOSED or SUSPENDED)

Failure Reasons

Reason	Meaning
wallet_requires_email	Player email required for lookup
member_not_found_for_email	No member record found
wallet_account_missing	Member exists but no wallet
wallet_club_missing	Wallet not linked to this club
wallet_tenant_mismatch	Multi-tenant mismatch
wallet_closed	Wallet is closed or suspended
wallet_currency_mismatch	Different currencies

When wallet refund fails, the system automatically tries fallback methods.

Voucher Refunds

Issues a booking voucher for future use:

Requirements

• Club must have voucher system enabled
• Player email required for voucher delivery

Voucher Details

• Voucher value equals refund amount
• Validity period set by club policy
• Single-use or multi-use configurable
• Sent via email with redemption code

PSP Refunds

Refunds to the original payment method:

Requirements

• Original payment must have PSP transaction reference
• Payment provider must support refunds
• Refund must be within provider's refund window

Supported Providers

• Stripe
• Peach Payments
• Rapyd
• Braintree

Partial Cancellations

When players are removed from a booking (not full cancellation):

• Refund calculated for removed players only
• Pro-rata calculation based on player count
• Same method cascade applies
• Booking continues for remaining players

Cancellation Timeline

Refund amounts often depend on notice period:

Notice Period	Typical Refund
48+ hours	100%
24-48 hours	75%
12-24 hours	50%
Under 12 hours	0% (or credit only)

note

Each club configures their own cancellation policy. The above are typical values.

Admin Override

Club administrators can:

• Force a specific refund method
• Override policy for individual cancellations
• Process manual refunds
• View refund audit trail

Refund Status

Status	Meaning
PENDING	Refund queued for processing
PROCESSING	Currently being executed
COMPLETED	Successfully refunded
FAILED	All methods failed - needs manual review
MANUAL	Flagged for staff action

Metrics & Reporting

The refund engine tracks:

• Refund outcomes by method
• Fallback rates
• Processing times
• Failure reasons

Access via Reports > Refunds in the admin portal.

Environment Configuration

Variable	Description	Default
TEETIME_ENABLE_WALLET_AUTO_REFUNDS	Enable wallet refunds	true
PAYMENTS_API_BASE_URL	Payments service URL	Required for PSP

Troubleshooting

Refund Not Processing

1. Check booking has payment transaction
2. Verify refund policy allows auto-refund
3. Check player has valid refund destination
4. Review fallback methods configured

Wrong Refund Destination

1. Check per-player-type overrides
2. Verify primary method requirements met
3. Review fallback cascade order

Partial Refund Issues

1. Verify correct player count in cancellation
2. Check pro-rata calculation
3. Review any rounding rules

API Reference

Cancel Booking with Refund

DELETE /api/bookings/{bookingId}

Response includes refund decision:

{
  "cancelled": true,
  "refund": {
    "action": "wallet",
    "amountCents": 45000,
    "walletAccountId": "wa_xxx",
    "status": "completed"
  }
}

Check Refund Status

GET /api/bookings/{bookingId}/refund

Returns current refund status and audit trail.