Fees, services and discounts

Member pricing — two prices per class, one for clubs that belong to the federation and one for everybody else — is used by Norwegian company sports. The team never chooses: picking a club from the federation's register gives the member price, typing a free-text club name gives the ordinary price. If a federation used to run this with a service instead of the second price field, the old service has to be withdrawn when the member price is filled in, or teams pay twice.

Series priced by economy level. A series does not have to be priced from the class. Instead each division is assigned an economy level in the federation's base data, and the amount a team pays is built from priced articles attached to that level. Team registration in those series shows the total from those articles. Setting the levels up is federation base data, not tournament administration.

Tournaments that use the external payment provider do not use Profixio's own invoicing. The billing, bank and invoice-numbering blocks disappear from the Invoice settings page and the money side is handled by the provider. Fees, services and discounts are set up exactly the same way.

Everything else on this page — services, class fees, discounts, discount codes — behaves the same for every federation and every sport.

Fees and services are set up per tournament. Nothing is shared between two tournaments except through copying a tournament, and copying a tournament does not copy classes or services on its own.

Prices are entered as plain numbers with no VAT calculation on top: what you type is what the team pays. VAT rates exist only as accounting information on the invoice.

The registration fee lives on the class, not on the tournament. Open Settings → Classes, edit a class, and fill in the participation fee under Registration Pricing. To change many classes at once, select them in the class list and use the participation-fee bulk action.

Some federations also use a member price — a second, usually lower amount for teams from a club that belongs to the federation. The field is only shown when the federation uses member pricing, with the note "The member price is the price for a member team/club." Which of the two prices a team gets is decided automatically from the club it picks; the team cannot choose.

In federation series, a club that is not in the federation's register (an ad-hoc club, allowed by turning off Only select club from list under Settings → Club) can be given a higher registration fee if the organiser wishes. Be aware of the insurance rules that then apply to teams from such clubs.

Two things follow from the fee being copied onto the team at registration:

• Raising or lowering a class fee later does not reprice teams that already registered.
• Correcting one team is done on that team, not on the class: the team's own fee can be typed over on the team's page.

A class with no fee costs nothing to enter — there is no registration amount to invoice. The team can still order services.

Three separate permissions are involved, and they are per tournament:

• Services — creating and editing services, their prices, their availability and their per-class settings.
• Classes — the registration fee and the member price, since those live on the class. The older per-class services page needs both permissions at once.
• Economy — the Invoice settings page, including accounting codes and VAT rates, and it is what puts the Economy menu on screen at all.

Whoever created the tournament, and anyone made an administrator of it, gets all three automatically. Anyone else has to be given them explicitly through the tournament's user access, where permissions are handed out per person. A helper who can edit teams cannot change prices.

Deleting is stricter than editing: a service that has orders on it cannot be deleted at all, whatever permission you hold. Withdraw it instead by unpublishing it or setting its valid-to date in the past.

Club administrators and team leaders never change prices. They can order services for their own teams until the services deadline, and see what they owe.

Services are managed under Settings → Services (the menu item reads Avgift on Norwegian installations). The list shows every service in the tournament with its price, how many have been ordered, and whether it is published. Above it, four counters summarise orders, total revenue, the services deadline and how many services are public.

Press New and fill in:

• Beskrivelse — the name teams see everywhere the service can be ordered. Keep it recognisable: "Participant card A — room and breakfast", not "Package 1".
• Beløp — the price for one unit. The form warns "Warning: Should not be changed after the registration has started!" — see the section on changing prices.
• Kommentar — a longer explanation, shown with the service so team leaders know exactly what is included.
• Obligatorisk — makes the service mandatory. Helper text: "Gjør at avgiften må velges ved registrering". Think twice before using it; see the mandatory-services section.
• Splitt — variants of the same service, entered as separate tags: S; M; L; XL for shirt sizes. Each variant is ordered and counted separately.
• Rekkefølge (sortering) — the order services appear in. Put 1 on the one you want first.
• An Image, shown next to the description while the team orders. Helper text: "Upload an image that will be shown alongside the service description during registration". JPEG, PNG or WebP up to 2 MB.

Four switches tag what the service includes — a participant prize, accommodation, a participant card, dinner. They do not change the price; they are what the accommodation, meal and check-in screens use to work out who sleeps where and who eats when. A service marked as a participant card is also what an organiser can require every team to buy at least one of.

Email to receive notifications takes one or more addresses that are told each time this service is ordered — "Email address to receive notifications when this service is ordered".

Finally, Display this as: decides how the team enters an amount — "Many (number of items)" for a quantity box, or "Zero/One (boolean)" for a plain yes/no. Use the boolean type for things a team either wants or does not want.

A service is only offered to a team when all of these are true. If a team says a service is missing, walk down this list.

It is published. Use Publish and Unpublish on the service row, or on several rows at once. Unpublished services stay fully visible to the organiser and are invisible to everyone else.

Today is inside its date window. Gjelder fra and Gjelder til limit when the service can be ordered — "Specify a date range where the service can be ordered. (Optional)". The valid-to field doubles as the off switch: "Kan også brukes til å 'skjule' avgifter". Setting it to yesterday withdraws the service without deleting anything. Publishing clears the valid-to date; unpublishing sets it to a date in the past. When a valid-to date is set, teams see it on the service as its last order date. The bulk action Use default date sets valid-to on the selected services to the tournament's services deadline, which is the usual way to close everything at once.

It is not sold out. A tournament-wide maximum can be set — "The maximum is summed for the whole tournament. Use it if you have 100 concert tickets etc." — and a separate per-team maximum. While a maximum is set, teams see how many are left and, where there is a per-team cap, what it is. A team that tries to order more than is left is stopped with your own sold-out message, if you wrote one. Once the tournament-wide maximum is reached the service disappears for teams that have not ordered it, while teams that already ordered keep their order and can still see it.

The team's club may see it. By default every club can order every published service. The Hidden for clubs action on the service row opens two lists, Hidden clubs and Visible clubs, with Add from visible clubs and Remove from visible clubs to move clubs between them. As long as the visible list is empty the service is offered to everyone; the moment one club is in it, only clubs on that list can order. Only published services can be restricted this way.

It is switched on for the team's class, if the service has been tied to classes at all. See the next section.

One switch decides whether the service is offered during registration: Show in the team registration page. Turn it off and the service only appears afterwards, on the team's own Services screen. The second switch, Show in the services page — "If true, then this sevice will be selectable in the service page (normal behaviour)" — only affects the older ordering form still used on the confirmation screen after registering; the current Services tab lists every service the team is allowed to order regardless of it. Leave it on.

Independently of all this, the tournament has one services deadline for everyone. It is edited from the header of the services list and shown as a countdown above it. Once it has passed, team leaders and clubs get "The deadline for ordering services has passed." and only the organiser can still change an order. The deadline itself is part of the tournament's deadline settings.

Organisers are not blocked by any of this: someone with the right to edit all teams can still order a locked or expired service on a team's behalf.

A service can behave differently per class. Open a service and use its Discounts and category visibility tab. It lists every class in the tournament — the combinations are created automatically, so you never have to link a service to a class by hand. For each class you can set:

• whether the service is active for that class,
• whether it is mandatory for that class (see the note in the mandatory-services section — this one is not enforced today),
• a discount on the registration fee the team gets for ordering it, and the minimum number it has to order before the discount applies.

This is how a tournament says "order two participant cards and the registration fee drops by 500". Two bulk actions set the same discount and minimum on many classes at once, or clear the discount from them.

How the discount is worked out:

• The team must have ordered at least the minimum number of that service.
• If the service is set to accumulate, the discount is multiplied by the number ordered; otherwise it is given once no matter how many are ordered. The accumulation checkbox only appears on services that actually have a discount, with the note "If true, then the discount will be accumulated for this service. If false, then the discount will be applied only once."
• The discount can never exceed the class's registration fee.
• If several ordered services would give a discount, the team gets the single largest one — they are not added together.
• The team's discount reason is set to the name of the service that produced it, so it is visible on the team and on the invoice.

A service-driven discount is recalculated whenever the team's order changes. Because the amount is computed when the order is saved, switch on Show in the team registration page for services that carry a discount, so the discount exists before the first e-mail leaves the system.

A mandatory service must be ordered before a team counts as fully registered. Team leaders see the service marked with (*) and the note "NOTE: You must order this service for the registration to be valid".

What that actually means:

• A team that has not ordered every mandatory service is held back as an incomplete registration until it does. It is not deleted and it does not lose its place.

• A mandatory service that is currently unavailable — unpublished, outside its date window or sold out — is skipped, so withdrawing a service does not freeze every team in the tournament.
• Use the mandatory switch on the service itself. That switch holds a registration back until the service is ordered.
• Separately, a tournament can require every team to order at least one participant card service. That is a tournament setting, not a property of the individual service, and it is satisfied by any one card service.

Use this sparingly. A mandatory service that nobody wants is the most common reason an organiser ends up with a list of teams stuck in "needs approval".

Discounts are given from the Discounts page in the Economy menu (older material calls it Discount team/club). Three counters at the top — teams, clubs and districts — switch the list between the three kinds. The one you are looking at is highlighted.

Every discount, whichever kind, has the same four values:

• an amount off the registration fee (there are no percentages);
• or the exemption checkbox, labelled "Fritak fra påmeldingsavgift?", which waives the whole registration fee whatever it happens to be;
• a reason, free text, which is shown to the organiser and printed on the invoice next to the discount;
• a from and to date.

Then you pick who gets it: one or more teams, one or more clubs, or one or more districts. A district discount can additionally be limited to selected classes.

Six things that decide what actually happens:

1. Discounts only reduce the registration fee. Services are never discounted this way. The only way a service affects the price is the service-linked discount described above.
2. A team never gets two discounts. If a team qualifies through several routes, Profixio keeps the best one: an exemption beats everything, otherwise the largest amount wins.
3. A discount can never exceed the fee. The amount is capped at what the team was charged, so it cannot produce a negative invoice.
4. The dates are matched against the team's registration date, not today. This is what makes an early-bird discount work: give it a from/to window, and only teams that registered inside that window get it. It also means changing the dates afterwards can move a discount off a team that already had it.
5. A club or district discount applies to teams that register later, automatically. You can set one up before any team exists.
6. Teams already registered are recalculated when you save. The recalculation runs in the background, and if the team's amount actually changes, the team is e-mailed that its price changed and the change is written to the team's payment history. Give discounts as early as possible: if the team has already paid, someone has to refund the difference.

The team list shows both what you granted and the calculated discount that ended up on each team — those two differ whenever a better discount won or the cap kicked in.

A discount code is a voucher a team types in while registering. Codes belong to a class, not to the tournament.

What the team sees. As soon as a class has at least one code, a Voucher code field appears on the registration form, with the placeholder "Enter a voucher code if you have one". Leaving it empty is fine. A wrong code fails with "Voucher code not found" and the registration cannot be submitted until it is corrected or cleared.

The field is only offered while registering. A team that forgot to use a code has to be given a discount by hand afterwards.

Setting one up. Open Settings → Classes, use the three-dot menu on the class row and choose the discount-code action. The panel is headed Voucher codes for () and each code has a Voucher code and an Amount for discount. A class can have several codes with different amounts. Copy to other empty classes copies this class's codes to every class that has none yet — classes that already have a code are left alone.

What happens when it is used. The team is given an ordinary discount of the code's amount, with the reason "Voucher code applied". From that point it behaves like any other discount: capped at the registration fee, listed on the Discounts page, and printed on the invoice like a normal one. If several teams are registered in one go, they all get the same code and the same discount.

There is no scheduled price list. A class fee and a service price are single amounts with no from/to dates, so a price never changes by itself.

Early-bird pricing is therefore done in one of two ways:

• With a discount that has a date window. Set the ordinary fee, then create a club or district discount valid from and to the early-bird dates. Teams that register inside the window keep the discount for good, because the window is compared with their registration date. This is the recommended way.
• By changing the fee on the date. Set the low price, then raise it yourself when the early period ends. Teams that registered earlier keep the price they registered with.

What happens when you change something afterwards:

This is why the price field warns you not to change it once registration is open. Change a service price mid-tournament and you end up with two generations of teams paying different amounts for the same thing, and the difference has to be reconciled by hand.

Removing a variant from a service does not remove the orders on it. Teams that ordered a size you have since deleted keep the order, still see it on their services screen marked as no longer available, and are still billed for it — but they cannot change it themselves. When you edit the variants of a service that already has orders, Profixio warns you before you save. Adding variants to a service teams have already ordered without one produces the same warning.

If money has already moved, changing an order is a three-step job: cancel the open payment or invoice, change the order, then invoice again. That sequence is on the invoicing and ledger pages.

Profixio does not calculate VAT — prices are entered gross, and the team pays exactly what is shown. The accounting fields exist so that invoices and exports can be read by an accounting system.

They are on the Invoice settings page, behind the Account & project button, in three blocks:

• Registration fee — account, department, project and VAT rate (%) for the registration fee.
• Credit note - services — the same four fields, used for a service credit note that has no detailed lines of its own. Credit notes that do have lines use each service's own account instead.
• Services — one row per service in the tournament, each with its own account, department, project and VAT rate. Copy to empty takes the values from one service and fills them into every other service that is still completely empty, so a tournament with thirty services only has to be typed once.

Accounts are four digits, departments are numeric, projects are free text, and VAT rates are whole numbers from 0 to 100. All four are optional — an empty account simply means nothing is stamped on the line.

Two more economy switches matter for how a price reads on paper, both under Economy Extra Settings on the same page: one decides whether an invoice shows the full registration fee with the discount on its own line, or only the reduced amount, and one controls whether payments may be registered by hand. With the discount line switched on the invoice shows the class fee, then a negative line named after the discount reason. Credit notes never show that line.

The tournament's currency is not something you choose: it follows the tournament's country. Prices are displayed in that currency everywhere.

The fastest way to answer "why is this team's amount wrong?" is the team itself, not the price lists.

On the team's page:

• The Team tab shows the team's own registration fee, which can be typed over for that team alone, and — read-only — the discount it has been given with its reason.
• The Services tab lists everything ordered with quantities, and the sum.
• The Economy tab shows the whole picture: fee, services, invoiced, paid, outstanding.

On the price side, the services list shows how many of each service have been ordered in total and the total revenue, and the Discounts page shows every discount with the calculated amount that landed on each team.

Common causes of a surprising amount, in the order they are worth checking: the team registered before the price was changed; the team's fee was overridden by hand; a discount capped at the fee; a better discount won over the one you just gave; an ordered service carried a registration-fee discount; the team's club is a member club and got the member price.

Three older pages are still linked from the menus and still do their job.

Avgift klasse (Settings menu). A flat table of every service crossed with every class, showing the price, the registration-fee discount, the minimum number needed for it, whether the service is mandatory for the class and whether it is published there. It edits exactly the same values as the Discounts and category visibility tab on the service, but as one long list, which is faster when you want an overview across all services at once. The menu item only appears when the tournament has services and you hold both the services and the classes permission. Setting the same discount on every class of one service in a single save is done from the service's own tab, which has a bulk action for it.

List orders (Economy menu). The only place with a full order report for the whole tournament: every ordered service, grouped by service and by variant, with the team, club and contact person on each line, and the value of each service line. Use it for kitchen and accommodation counts. It appears only when the tournament has services.

The old services form. The team-facing ordering screen is the modern one, but the same old form is still what a team owner sees on the confirmation and reminder screen after registering.

The old per-type discount pages — one each for teams, clubs and districts — have been replaced by the single Discounts page and are no longer in the menu.

"The team cannot see a service I created." In order: is it published; is today inside its valid-from/valid-to window; is it sold out; is the visible-clubs list non-empty and missing that team's club; is it switched off for that class; is it set to show on the registration page, if that is where the team is looking; has the tournament's services deadline passed. Services that are part of the federation's club transport offer are also left out of the ordinary services list — they are ordered by the club, not the team. The organiser sees every service regardless of all of this, which is why the problem is so hard to reproduce from the admin side.

"The price on the registration page is not the price I typed." The registration page already subtracts any club or district discount the team qualifies for, and never shows less than zero. If the federation uses member pricing, member and non-member prices are shown as two lines.

"The team was charged the old price." The fee is stored on the team at registration. Change it on the team, not on the class.

"I gave a discount and nothing happened." Check the from/to dates against when the team registered, check whether the team already had a bigger discount, and check whether the discount was capped by a smaller registration fee. For district discounts, check whether it was limited to classes the team is not in.

"A team is stuck as incomplete." It is missing a mandatory service, or the tournament requires a participant card and it has not bought one.

"The invoice does not show the discount." The discount line is a switch under Economy Extra Settings, and it is never shown on credit notes.

"Orders disappeared from a team's services list." Nothing disappears any more: orders on variants that were later removed are shown as no longer available and are still counted. If the total on the services screen does not match the invoice, that is worth reporting.