Help · Organiser guide
Running a session day‑of
Everything you need to do from the moment doors open to the moment you close the session and walk out. Earnings land in your Stripe account within two business days of closing.
Step-by-step
Follow these in order on the day. You can leave the dashboard open on your phone the entire session — it refreshes in real time.
- 1
Open the session dashboard
From your organiser home, tap the session card for today. The dashboard goes live 90 minutes before the start time. You'll see a live attendee count, the venue details, and the action buttons for check-in.
- 2
View the attendee list
The attendee list shows every player who has a confirmed booking. Tap any name to see their booking reference, membership tier, and any notes they left when booking (e.g. 'bringing a friend as a guest').
- 3
Check players in
Tap 'Scan QR' and point your camera at the player's app — the booking confirmation screen shows a QR code. The player's row turns green and a check-in timestamp is recorded. If a player doesn't have their phone, tap their name and hit 'Check in manually'.
- 4
Mark no-shows
Anyone still showing as 'Not arrived' 15 minutes after the session starts can be marked as a no-show. Tap their name → 'Mark no-show'. This updates their attendance record and unlocks their spot for any waiting-list players.
- 5
Handle walk-ins
If someone turns up without a booking, tap 'Add walk-in', enter their email address, and confirm. If they have a Badminton Village account, their profile loads automatically. If not, a guest record is created. Walk-ins pay via card on the spot — you'll see a payment prompt on your screen.
- 6
Close the session
When play ends, tap 'Close session'. You'll be asked to confirm the final player count. Once closed, the session is locked — no more check-ins or edits. Earnings are calculated from the final closed state.
How earnings are calculated
Earnings are calculated when you close the session. The platform fee is deducted from each booking — you keep everything else.
Per confirmed, checked-in player
Full session fee, minus the Badminton Village platform fee.
Walk-in players
Same rate as a regular booking. Payment is captured at the door.
No-shows (paid in advance)
The player already paid. Badminton Village remits the session fee minus the platform fee to you, same as a check-in.
Cancelled bookings (within policy)
Player received a refund. No earnings for that spot.
Guest-pass holders
Guest passes are purchased in advance — earnings are identical to a regular booking.
The platform fee percentage is shown in your organiser settings. It applies to every booking including walk-ins and guest passes.
Payout timeline
When money hits your account
As soon as you close the session, Badminton Village sends a payout instruction to Stripe. Stripe processes transfers within two business days for most NZ and JP bank accounts. You'll receive an email confirmation once the transfer is initiated, and you can track it in your Stripe Express dashboard.
Quick FAQ
- What if the QR scanner won't work?
- Use manual check-in — tap the player's name in the attendee list and select 'Check in manually'. This is just as valid as a QR scan.
- Can I reopen a closed session?
- No. Once a session is closed it's locked. If you need to correct an error, contact support within 24 hours and we can amend the record.
- What happens if I forget to close the session?
- Sessions auto-close 4 hours after the scheduled end time. Any players not yet checked in are marked as no-shows. You'll get an email notification.
- Can I add a walk-in after closing?
- No — the session must be open to add walk-ins. If you collected a door payment manually and forgot to add them before closing, contact support.
- How do I see my earnings history?
- Go to Organiser dashboard → Earnings. You'll see a breakdown by session, including check-in count, no-shows, platform fees, and net payout.
Questions not covered here? Reach us at the help centre or email support@badmintonvillage.com.