Pricing Framework, Refund Policy & Enrollment Thresholds

Canadian Elite Volleyball Academy — Development Update • April 3, 2026

Pricing Framework, Refund Policy & Enrollment Thresholds

What & Why

The board has approved a structured pricing model, a formal refund policy, and break-even enrollment thresholds — but none of these exist in the platform yet. The academy needs a pricing chart that accounts for gym rental costs, coach staffing ratios, and operational margins so pricing decisions are data-driven rather than ad-hoc. Families need a published refund policy (7–8 day window, waitlist replacement condition, admin fee). And admins need to see enrollment numbers against break-even thresholds so they can make go/no-go decisions before the 8-day cancellation cutoff.

The event costing infrastructure already exists (events have a status workflow that includes and stages, and the financial ledger tracks gym rentals, payroll, and registration revenue). This task builds the user-facing pricing tools and policy enforcement on top of that foundation.

Done looks like

• A pricing chart admin tool in the Command Center where admins can define session-type pricing tiers (league, private lesson, camp, training team, Rising Stars, NextGen, etc.) factoring in gym cost, coach hourly rate, group size, and target margin
• Each event inherits pricing from the chart (with override capability) so pricing is consistent across similar events
• A published refund policy page visible to all authenticated users, with the specific terms: 7-day refund window from registration, waitlist replacement as a condition for late refunds, admin fee amount, and platform fee handling
• Automated refund eligibility checks in the Actions Room — when a parent requests a refund, the system shows whether it falls within the window and whether there's a waitlist replacement available
• Break-even enrollment thresholds displayed on each event's admin view, showing current enrollment vs. minimum needed to cover costs
• An 8-day cancellation cutoff indicator that flags events below threshold as "at risk" so admins can decide to cancel or proceed
• Payment enforcement — athletes cannot be marked as attending if their registration is unpaid (warning shown to coaches/admins)
• Payment plan option for multi-session events (e.g., half-season payment split)

Out of scope

• Subscription/membership billing (this is pay-per-event)
• Sponsorship policy and funding workflows (separate task)
• Stripe invoicing or receipt generation
• Automated event cancellation (admins make the final call)

Relevant files

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Canadian Elite Volleyball Academy
elitevolleyball.training