Using the Payments page

The Payments page lists every payment your clients have made to your studio, with totals for any date range. It's under the Business heading in the menu. You need the Payments & Billing access area to see it; the owner always has it. See Adding staff and a reception login.

What lands here

You don't have to add most payments yourself — they arrive on their own:

• Card payments for memberships, day passes, PT packages, body composition plans and class drop-ins, as soon as Stripe confirms them.
• Card membership renewals, each time Stripe collects one — dated the day the money was taken.
• Shop sales and refunds from the Quick Sale till, if you use the Shop.
• Manual payments that staff record — here, from the Clients page, or at Check-in.

Choosing dates

Pick This month (the default), Last month, Last 90 days or All time, or type your own From and To dates. Everything on the page — the totals and the list — follows the dates you choose. Days run midnight to midnight in your studio's time zone (Settings → General → Time zone & trading day).

If your studio uses the Shop, you'll also see All revenue / Memberships & other / Shop sales so you can look at till takings on their own, or leave them out.

The totals

• Total revenue: Every payment that went through in the date range
• Card total: The part of that paid by card
• Manual total: The part of that recorded manually — cash, bank transfer, another payment app, or "other"
• Refunded: Shop refunds in the range
• Shop sales: The part of Total revenue that came from the till (shown when you use the Shop)

Card total, Manual total and Shop sales are parts of Total revenue, not extra to it. Refunds are kept separate and aren't taken off Total revenue, so your revenue figures stay gross — subtract Refunded yourself if you want takings after refunds.

Pending payments and Failed payments only appear when there are some. A pending payment is usually a card checkout that the client started but hasn't finished.

The payments list

Newest first, 25 to a page (you can show 50 or 100).

• Date: When the payment was made
• Client: Who paid — Walk-in for a shop sale with no client attached
• Amount: How much
• Method: Card or Manual — hover over Manual to see whether it was cash, bank transfer, another app or other. Till payments also carry a Shop label.
• Status: Succeeded, pending, failed, refunded or voided
• Notes: Any note added, otherwise who recorded it

Recording a manual payment

For money taken outside TelosGym — cash at the desk, a bank transfer, or a payment through another app.

1. Click Record manual payment.
2. Search for and choose the client.
3. If the payment is for a membership, choose it under Membership (optional). This matters: it's what tells TelosGym the member has paid, so their next payment date moves on and they come off the Overdue list. Leave it as None — one-off payment for anything else, such as cash for a single PT session.
4. Choose the Payment type — Cash, Bank transfer, Other payment app or Other.
5. Enter the Amount and, if you like, a Note.
6. Click Record payment.

💡 Front-desk staff don't need Payments & Billing to take money. With Reception they can record a payment from the Clients page or at Check-in, without seeing this page or your totals — see Checking members in at reception.

Voiding a payment recorded by mistake

If a manual payment went in wrong — the wrong client, the wrong amount, or recorded twice — void it and record it again correctly.

1. Find the payment in the list and click Void at the end of its row.
2. Enter a Reason, for example "Recorded against the wrong client". It's required, so there's always a record of why.
3. Click Void payment.

The payment stays in the list, greyed out with the amount crossed through, and shows who voided it, when, and why. It's no longer counted anywhere: not in your totals, not in Reporting, and not towards the member being paid up. If it was a membership payment, that member can go back to showing as overdue until the correct payment is recorded. Voided payments don't appear in the member's own app.

Only people with Payments & Billing can void, and only manual payments recorded directly, with or without a membership, have a Void button. The others are handled elsewhere:

• Card payments — refund them from your Stripe Dashboard.
• Shop sales — refund the sale instead; see Refunding a shop sale.
• Manual payments taken when selling a PT package, body composition plan or class drop-in — these are part of that sale, so they can't be voided on their own. Use Raise a Ticket if one needs correcting.

Your TelosGym subscription

The panel headed Your TelosGym subscription shows the paid plugins you're subscribed to and their monthly cost. It's what you pay TelosGym, so it's kept completely separate from your clients' payments and never counted in your revenue. To change plugins, go to Settings → Plugins.

Related

• Connecting Stripe to take payments — needed before you can take card payments.
• Your revenue report explained — the same figures as a chart, split by what the money was for.
• Viewing shop sales and exporting them — the line-by-line shop report.