Last updated: September 30, 2026
Your club collects its fees into its own payment account and issues its own refunds. This page explains how that works, and what we can do when something goes wrong.
Your club holds your money, and your club issues refunds. Athlete Orchard is the software the club uses to collect it. We never hold your club's funds.
So if you need a refund for a registration, a program, or any other club fee, ask your club first. They can issue it, and they are the only ones who can decide whether it is owed.
When you pay a fee, the payment is created on your club's own payment account. Money moves from you to the club directly. Athlete Orchard is not in the middle of it, does not hold it even briefly, and cannot move it.
That means:
Your club's own refund policy governs. Ask them for it if you have not seen it.
We cannot overrule a club's decision or refund money we never held. We can:
Once your club issues it, the refund goes back to your original payment method. Card refunds typically take 5 to 10 business days to appear, depending on your bank. That timing is your bank's, not your club's and not ours.
A refunded registration is marked refunded in the platform, and the athlete's place is released according to the club's policy.
If you pay in installments, a refund applies to what you have actually paid, not to the full season price. Cancelling mid-season stops the remaining installments; it does not by itself refund the ones already taken. Your club decides what portion is returned.
Every payment shows an itemised total before you confirm it. You will see the club's fee, and separately any service or card processing fee, if your club has chosen to pass those on rather than absorb them. There is never an unexplained difference between the price your club advertised and the amount you are charged.
If a fee was passed on to you and the registration is refunded, ask your club whether those fee lines are included in what they return. Card processing costs are generally not returned to the club by the card networks, so some clubs refund the fee and some do not. Their policy decides.
During the beta, no subscription fee. When families pay a club online, Athlete Orchard takes 1% of each card payment, calculated on the club's price. The club chooses whether to absorb it or add it to what families pay, and it is always shown before you confirm. If a club refunds a payment, our fee on it is not returned, the same as the card processing fee. We tell clubs at least 30 days before the rate changes. See the Beta Program Agreement.
This is separate from card processing, which the payment processor charges on every transaction regardless.
Please talk to your club, and to us, before disputing a charge with your bank. A chargeback is charged back to your club, usually with a fee on top, and for a volunteer-run youth club that is a real cost. Almost every dispute we have seen is a misunderstanding that a phone call resolves faster than a bank does.
If you were charged twice, or charged for something that did not complete, tell your club and email support@athleteorchard.com. We will trace the payment and confirm what actually happened, then help your club return anything that should not have been taken.