📝 Overview
There are times when a customer needs to move from one program to another, whether it's switching to a class at a different time, joining a different team, or changing camp dates. Dash makes it easy to handle these transfers while keeping payment history accurate and intact.
This article covers how to transfer participants between classes, teams, and camps/per-sessions directly from the program roster. For camps specifically, it also covers how to transfer a customer within the same camp group, move them to a different camp entirely, or reverse their registration if they need to be removed and refunded.
In most cases, the transfer process will automatically calculate any difference in cost between the original and new program, allowing you to collect additional payment or issue a credit as needed, all within a single checkout.
⚠️ Important Note: Before starting a transfer, confirm the customer has already made an initial payment. If no payment has been made, simply remove the customer from the current roster and add them to the new one instead.
🎓 Class Transfers
Click the arrow to learn how to transfer a customer between classes
Click the arrow to learn how to transfer a customer between classes
Navigate to the roster of the class the customer is transferring out of.
Click the 3-dot button to the right of the customer's name and select Transfer Participant.
Use the Program Search page to find and select the class the customer is transferring to.
The transfer screen will display the original class on the left and the new class on the right. If the customer has already attended some sessions, enter the number of sessions already taken on the left side. This ensures the refund amount reflects only the sessions that were unused. Price differences can occur if the classes are priced differently or if there are more or fewer sessions offered in the season.
Review the shopping cart. If there is a price difference between the two classes, either collect the balance owed or apply a credit to the customer's account. If both classes are the same price, the cart total will be $0.00.
Click Checkout, add a payment note describing the transfer, collect any payment due, and select whether to send the invoice to the customer. Complete the checkout process.
✍️ Note: If a transfer occurs mid-season and sessions already taken were accounted for, the customer will remain on both rosters as paid for those attended sessions. This means the original class will still show them as occupying a roster spot.
👥 Team Transfers
⚠️ Important Note: Team transfers can cause changes in the customer's balance due and cannot be easily reversed. Review the payment details carefully before completing the transfer.
The steps to initiate a team transfer are the same regardless of team type. The key difference is how pricing is calculated in the cart depending on whether the teams involved are Normal teams or Individual teams. Follow the general steps below, then refer to your specific scenario for guidance on reviewing the transfer screen and shopping cart.
📋 General Transfer Steps
Click the arrow to view the general steps in transferring a customer between teams
Click the arrow to view the general steps in transferring a customer between teams
Navigate to the roster of the team the customer is transferring out of.
Click the 3-dot button to the right of the customer's name and select Transfer Participant.
Use the Program Search page to find and select the team the customer is transferring to.
Review the transfer screen carefully based on the team types involved (see scenarios below).
Click Continue Transfer, review the shopping cart, then click Checkout. Add a payment note, collect any payment due, and select whether to send the invoice to the customer. Complete the checkout process.
🔁 Normal Team to Normal Team
Click the arrow to learn about transferring between two normal teams
Click the arrow to learn about transferring between two normal teams
Normal teams are invoiced as a whole, with each customer contributing toward the team fee. Here is what to expect on the transfer screen:
Left side: The amount the customer originally paid toward their current team's invoice.
Right side: That same amount will carry over as their contribution toward the new team's invoice.
Shopping cart: If the transfer amount from the original team matches the amount being applied to the new team, the cart will balance out to $0.00.
👤 Individual Team to Normal Team
Click the arrow to learn about transferring from an individual team to a normal team
Click the arrow to learn about transferring from an individual team to a normal team
Individual teams are billed per session. When transferring to a Normal team, here is what to expect on the transfer screen:
Left side: The amount the customer originally paid toward their Individual team, along with a field to enter the number of sessions already taken.
Right side: The Normal team's current balance owed, and a Payment Amount field showing what the customer will contribute toward the new team. This defaults to the amount they originally paid on the Individual team.
Shopping cart: The customer's original payment will be credited and reapplied toward the Normal team invoice.
✍️ Note: Any credits or extra charges not resolved during the transfer will need to be applied separately.
🔀 Normal Team to Individual Team
Click the arrow to learn about transferring from a normal team to an individual team
Click the arrow to learn about transferring from a normal team to an individual team
This is the most complex scenario. Because Individual teams are priced per session, here is what to expect on the transfer screen:
Left side: The amount the customer originally paid toward their Normal team invoice.
Right side: The number of sessions remaining on the Individual team. You can adjust this number if needed before continuing.
Shopping cart: If the Individual team costs more than what the customer originally paid, the cart will show a balance due. If it costs less, a credit will be applied.
🏕️ Camp/Per-Session Transfers
Camp/Per-session transfers vary depending on what needs to change. If a customer simply needs to swap dates within the same roster, that can be done directly from the roster. If they need to move to a different roster entirely, that follows a separate transfer process. Select the scenario below that applies to your situation.
🔄 Within the Same Camp/Per-session Roster
Click the arrow to learn how to transfer a customer within the same roster
Click the arrow to learn how to transfer a customer within the same roster
Customers can be transferred between dates within the same per-session roster directly from the roster page.
From the roster, click the + Event button to the right of the customer's name.
The Registration screen will display all available dates. Uncheck the dates you want to remove the customer from, then check the new dates you want to register them for.
Click Continue when finished to add the changes to the shopping cart.
Any automatic discounts the customer had for that roster will be applied to the shopping cart for validation.
🗓️ To a Different Roster
Click the arrow to learn how to transfer a customer to a different roster
Click the arrow to learn how to transfer a customer to a different roster
Go to the roster where the customer is currently enrolled.
Click the 3-dot button to the right of the customer's name and select Transfer Participant.
Search for and select the roster you are transferring the customer to.
All of the customer's current events will display in the Transferring From column on the left. Deselect any events you want to reverse.
In the Transferring To column on the right, select the event(s) the customer is moving to. Click Continue Transfer.
✍️ Note: You can select additional dates to include more events during the transfer. The customer will need to pay, or be invoiced, for any difference in cost.
The shopping cart will display the reversal of the original registration and the new registration. If the two rosters are different prices, the cart will reflect the difference as a balance due or a credit. Any discounts the customer had will be automatically reapplied to the shopping cart for validation.
Click Checkout, add a payment note explaining the transfer, and choose whether to send the receipt to the customer. Complete the checkout process.
✍️ Note: After completing the transfer, the customer may still appear on the original roster with a $0.00 paid amount. This is expected behavior. If preferred, the customer can be manually dropped from the original roster.
💡 Pro Tips
⚠️ Confirm payment before transferring - Always confirm a payment has been made before starting a transfer. If no payment exists, simply drop the customer from the current roster and add them to the new one manually.
🧠 Adjust the session count carefully for mid-season class transfers - The number of sessions already taken on the original class will determine the refund amount applied to the new class. Getting this right ensures the customer is charged accurately.
📌 Normal to Individual team transfers are the most complex - Take extra time to review the transfer screen and shopping cart before completing checkout, as these cannot be easily reversed.
⛔ Apply any unresolved credits or charges separately - The transfer process only accounts for the amounts shown on the transfer screen. Anything outside of that will need to be addressed on the customer's account afterward.
💬 Always add a payment note during checkout - This helps create a clear record of why the transfer occurred, which is useful if there are questions about the customer's payment history later.
🗂️ Check the original roster after a camp/per-session transfer - If the customer still appears with a $0.00 paid amount, they can be manually dropped from that roster if needed.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
What if the customer has not made any payment yet?
Click the arrow to see the answer
Click the arrow to see the answer
If no payment has been made, the transfer feature is not the right tool. Instead, remove the customer from the current roster and add them to the new one directly.
What happens if there is a price difference between the two programs?
Click the arrow to see the answer
Click the arrow to see the answer
If the new program costs more, the shopping cart will show a balance due. You can collect the additional payment at checkout or invoice the customer for the difference. If the new program costs less, the shopping cart will reflect a credit that can be applied to the customer's account for future use.