Refund for an Unused Session in IZI CRM
Refund for an Unused Session in IZI CRM
Section titled “Refund for an Unused Session in IZI CRM”Refunds in IZI are processed via the order to which the session is linked. The mechanics depend on the tariff’s refund policy and the payment type (cash, card, bonuses). The most common scenario: the client leaves early — the remainder is kept on the tariff or converted to bonuses. For a full money refund: find the order → open operations on it → select refund → confirm.
Three refund formats in IZI
Section titled “Three refund formats in IZI”| Format | How it’s configured | What the client receives |
|---|---|---|
| Keep remainder | Tariff refund policy: “Keep” | Unused hours stay on the tariff |
| Bonus refund | Tariff refund policy: “Return to bonus balance” | Remainder converted to bonuses |
| Money refund | Manual operation via order | Real money back to the original payment method |
The first two are automatic upon session ending. The third is a manual administrator operation.
Refund policy is set in the tariff
Section titled “Refund policy is set in the tariff”Before processing a specific refund — verify the refund policy in the tariff card is set correctly. This is the key setting: it determines what happens automatically when every session under this tariff ends.
To view or change: Tariffs → the relevant tariff card → “Refund policy” field.
Changes don’t affect tariffs already purchased on client balances — only future purchases.
Money refund procedure
Section titled “Money refund procedure”Step 1. Find the order
Section titled “Step 1. Find the order”Order history → search by client, date, or order number. Or: client card → Orders tab → the relevant order.
Step 2. Open the order and find the item for refund
Section titled “Step 2. Open the order and find the item for refund”The order shows items: tariff(s), bar items, amounts. Find the relevant item — the tariff or package being refunded.
Step 3. Initiate the refund
Section titled “Step 3. Initiate the refund”Click the refund option on the item (button name depends on CRM version: “Refund,” “Return,” etc.).
The system will offer:
- Full refund — the full item amount
- Partial refund — if part of the tariff was used
For a partially used tariff: enter the refund amount proportional to unused time. If a 2h tariff was used for 1h — refund for 1h at the tariff rate.
Step 4. Select the refund method
Section titled “Step 4. Select the refund method”- To the original payment method (card, cash) — real money
- To bonus balance — if the client agrees; more convenient for the club
For card refund — IZI initiates the return via the payment gateway. Processing time: 3–10 business days, depending on the client’s bank.
Step 5. Confirm and record
Section titled “Step 5. Confirm and record”After confirmation:
- Record in the order history with operator ID and timestamp
- Correction document (receipt) depending on jurisdictional fiscal requirements
- Client balance change (for bonus refund) or payment initiation (for money refund)
Special cases
Section titled “Special cases”Refund due to a technical issue. If the PC crashed mid-session and the client didn’t get the paid time — refund the actual lost time. It’s recommended to record the reason in the order comment: this is an audit trail for disputes.
Multipass refund. If the client wants to return an unused package — this is a full or proportional refund of the package amount. Same mechanics: via the order.
Bonus top-up refund. If the client paid for the tariff partly with bonuses — upon refund, the bonus portion returns to the bonus balance; the real-money portion returns to the original payment method.
Fiscal requirements. In jurisdictions with online registers (and equivalents) — a correction or refund receipt must be generated for every refund. IZI integrates with fiscal solutions — check fiscal settings in your club or with support.
NEEDS-EXPERT-INPUT: exact fiscal refund requirements for specific jurisdictions. Check with IZI support for the current procedure in your region.
Audit and reporting
Section titled “Audit and reporting”Every refund appears in:
- Shift report — refund line with amount and operator ID
- Order history — the full chain of operations for the order
- Club financial report — gross revenue minus refunds
To analyze refund frequency for a specific tariff: analytics section → filter by operation type “refund” → group by tariff.
What’s next
Section titled “What’s next”Frequently asked questions
Can I get a refund for an unused tariff?
Yes, if the tariff is configured with a refund policy of 'Return to bonus balance' or 'Keep remainder.' A real-money refund is a separate operation via the order, depending on club settings and payment channel.
What happens to the remainder if the client leaves early?
Depends on the tariff's refund policy: 'Keep remainder' — hours stay on the tariff; 'Burn remainder' — voided; 'Return to bonus balance' — converted to bonuses proportionally.
Who can process a refund in the CRM?
Order operations (refund) require OrderEdit permission or higher. By default: Administrator and Owner. A cashier with restricted permissions — depends on club role settings.
How do I refund a card payment?
Card refund goes through the payment gateway that processed the original transaction. In IZI CRM it is initiated via the order. Processing time depends on the bank — typically 3–10 business days. Exact mechanics depend on your payment provider.
Is a receipt required for a refund?
Fiscal receipt requirements for refunds depend on the club's jurisdiction. In jurisdictions with mandatory online registers — a correction or refund receipt is required. Consult your accountant or IZI support for your region.
What if the client requests a refund several days after the visit?
The timeframe in which a refund is possible is an operational policy of your club. IZI technically allows processing a refund via an order at any time while the order is in the system. The policy (e.g. 'refund only on the day of visit') is your document, not a system restriction.