You pay the organiser one bill and recover the money from each dancer's family. Dancer accounts is your own record of that: what each dancer's share is, what their family has given you, and what is still outstanding.
Open it from the Dancer accounts entry in the studio sidebar, or from the link card at the bottom of the Fees page.
Not the Same as Your Bill
Two money pages, one question each:
| Page | Question it answers | Who writes it | Who can see it |
|---|---|---|---|
| Fees | What do we owe the organiser? | The organiser | You and the organiser |
| Dancer accounts | What does each family owe us, and what have they given us? | You | You only |
Recording money on Dancer accounts never changes your bill from the organiser, and paying the organiser never changes a dancer account. The organiser cannot see Dancer accounts, and neither can dancers or parents. If you want to send a family a statement, download the CSV and send it yourself.
The two pages also use different words on purpose. The Fees page says paid to organiser and still owed to organiser. Dancer accounts says owed to you, received and outstanding. If you see "paid", you are looking at the organiser's ledger.
The Summary
Four figures at the top:
| Figure | Meaning |
|---|---|
| Owed to you | The dancers' share of the organiser's charges: each dancer's entry fees plus their registration fee when it is charged to your studio |
| Received | Everything you have recorded as received from families, minus refunds |
| Outstanding | What is still to come in, added up across dancers |
| Settled | How many dancers are squared up, out of how many |
The studio registration fee is yours and is not split across dancers, so Owed to you is smaller than your total bill by that amount. A note under the figures says so.
If the organiser has given your studio a discount or waived your bill, the dancers' shares here still use the event's list prices. You decide what to pass on to families.
Each Dancer
Every dancer with entries or a registration fee has an account showing:
- Their share (entries and registration fee, itemised)
- Received and Outstanding, or Credit if the family has given you more than the share
- A status: Outstanding, Settled, Credit or Nothing owed
Use the filter chips (All, Outstanding, Settled, Credit) and the search box to find the ones you need.
Recording Money Received
Click Record money received on a dancer's account. Enter the amount (it is prefilled with what is outstanding), the date, how it arrived (EFT, cash, card, online or other), and an optional reference and note. Save as received.
To record money you gave back to a family, choose Refund to family in the same form. A refund can never be more than you have received for that dancer.
Click History to see every receipt for a dancer. If one was recorded by mistake, remove it from the history. Only the studio owner can record or remove receipts.
Dancers Who Leave
If a dancer withdraws or is removed from your entries after their family has given you money, their account moves to a section called No longer entered with you. The money stays visible there as a credit until you record a refund to the family. Nothing you have recorded is ever lost.
Download
Download CSV gives you one row per dancer with their share, received, outstanding, credit and status, ready for your own books or for chasing families.