Calculate Session Refunds from Unused Credits

"They have 7 credits left. What are those worth?"

That question gets expensive when the answer is a guess.

Unused credits may have come from different invoices, packages, weekly buckets, discounts, or manual adjustments. If the software only shows a balance, staff has to decide what that balance is worth by hand.

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Not Every Credit Has The Same Value

A member might have:

• 3 weekly membership credits at one rate
• 2 pack credits at another rate
• 1 returned class credit
• 1 goodwill credit from a staff adjustment

Those are all "credits," but they should not all refund the same way.

If the system averages them, staff can over-refund or under-refund the member. If staff guesses, every cancellation becomes a negotiation.

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Refund Math Needs The Credit Source

Good refund handling starts with the source of each credit.

For every unused credit, the system should know:

• Which invoice created it
• What the member paid for it
• Whether it came from a membership, pack, or adjustment
• Whether it was eligible for refund
• Whether it expired or was forfeited

Then the refund can be calculated from the actual unused value on the account.

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The Staff Conversation Gets Cleaner

Without credit-level history, staff has to say:

"Let me figure out what those are worth."

With credit-level history, staff can say:

"You have 4 refundable weekly credits at $65 each and 3 non-refundable bonus credits. Your eligible refund is $260."

That is faster, clearer, and easier to defend.

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How Easy Fitness Booking Handles It

Easy Fitness Booking ties each credit back to the invoice, package, and credit bucket that created it.

When a refund is needed, the system can calculate from the unused credits that are actually eligible. It can also preserve the account history so staff can explain the decision later.

For the reference workflow, see Smart Refund Handling.

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The Simple Rule

Refunds should come from credit history, not staff memory.

If every unused credit has a source and value, the refund answer is already in the account.

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