Getting Started
Beginning June 26, 2023, online payments collected in CampusGroups will be processed through Stripe.
Standard Stripe processing fees (generally 2.9% + $.30) apply to each transaction. No part of the fee is refundable. If you plan to offer refunds to your ticket buyers, review the "Refunds" section below very carefully.
School Accounting Number
In order to start receiving online payments, confirm that your group's default accounting information is present. This can be found in the "Payments" tab in your group settings, under "School Accounting Number".
Staff- and Faculty-Led Groups
If your group accounting information is blank or out-of-date, email the following to campusgroups@case.edu:
- Speedtype (ex: ABC123456) for the account that should receive the funds
- Account number (ex: 123456) that can receive income
- Event code (ex: 123456) if applicable
If you will need to more than one set of accounting details within the same group, mention it in the email and we will assist with the proper setup.
Student Organizations
You group's accounting information should already be present in CampusGroups.
Setting Up Online Payments
The two main ways to collect online payments in CampusGroups are through a paid Event or a by selling items in a Store.
Paid Events
During event creation, you will have the opportunity to set the price for each registration option (ticket). You can also create multiple registration options in order to sell tickets at different prices, or allow the buyer to set their own price for the option. For detailed instructions for setting up your event, check out the following help pages:
- Event Creation Guide (basic information applicable to all events)
- Advanced Event Creation Guide (recommended settings for different event situations)
After registration, attendees can access their ticket and check-in QR code on the CampusGroups website, mobile app, or through the confirmation or reminder emails attendees receive in connection with the event. Learn more about managing incoming event registrations and checking in attendees to an event here:
Stores
A CampusGroups store is useful for selling physical items or collecting payments without a specific beginning/end time or connection to an event. The CampusGroups article linked below can guide you through the steps of setting up a store.
Refunds
Buyer-Initiated Refunds
By default, a ticket buyer may request a refund anytime from the event's registration page or their CampusGroups user profile. Event organizers can change this by setting refund dates and limitations in the RSVP options.
The buyer's refund request will then appear in "Money" > "Refund Requests", waiting for a group officer to approve it.
Once a group officer approves the request, it is routed to the CWRU CampusGroups team to be processed in Stripe.
If you do not intend to approve a buyer's refund request, mark the request as Denied on the "Refund Requests" page.
Officer-Initiated Refunds
Group officers can initiate refund requests from "Money" > "Online Revenues". These requests are sent directly to the CWRU CampusGroups team for processing.
Full vs. Partial Refunds
Note that the CampusGroups "Online Revenues" and "Refund Requests" pages will list multiple tickets bought at the same time as separate items. When a buyer requests a full refund for a purchase containing multiple tickets, it is important to approve all of their refund requests at the same time to ensure that a partial refund is not processed. Likewise, officers may need to initiate multiple refund requests in order for a full refund to be processed.
Refund Processing
Our team typically processes refunds within 1-3 business days. The buyer will receive an email notification when the refund is processed, and should receive the refunded amount to their original method of payment within 5-10 business days, depending on their bank.
Refund Fees
Stripe will keep the entire processing fee when a refund is made to a buyer. This means that if you approve a full refund on a ticket sale, the full amount of the payment will be deducted from your account, even though you didn't receive that full amount initially.
Event organizers are strongly encouraged to consider their event's refund policy ahead of time, and adjust the registration settings and event description accordingly. Here are some possible strategies for minimizing unnecessary refund requests:
- Restrict refund requests close to the event date. Make sure the refund deadline is communicated in the event information
- Offer partial refunds instead of full refunds. Again, be sure to communicate this clearly in the event information
- Open ticket sales on a date that is not too far in advance of the event (set in each Registration Options settings)
- Limit ticket sales to only eligible attendees (via "Access" settings in each Registration Option)
Need Help?
If you are setting up a paid event or store and would like feedback or assistance on your event draft, email campusgroups@case.edu and we'd be happy to take a look.