Requesting payment for a manually added entry

When you manually add an athlete to a paid division, Liveheats doesn't take payment automatically. We allow you to choose how and when to collect it. You can request payment via Liveheats, record that a payment was made another way, or confirm the entry separately from payment altogether.

Must-knows:

• Requesting payments is available for events using Waitlisted, Registered, or Confirmed as the default entry status.
• An athlete or team needs a linked email address before a payment request can be made. If no email is linked, the option is disabled until one is added. (See: Link another user or email to an athlete profile to resolve and come back to these steps).
• For waitlisted entries, if the requested payment is complete, the entry is automatically confirmed. If the payment fails and/or remains unpaid, the entry stays waitlisted.
• Payment amounts requested match the division pricing set in the Event settings → Payments tab for individual entries (including any discounts). For team entries, requesting payment currently only supports charging per team. Please see Common questions below for more details. All payment requests also include any Liveheats transaction fee and federation levy (if applicable).

How to request payment from an athlete

1. Go to the Event dashboard, select the division, then go to the Athletes (or Teams if a team division) tab.
2. Find the manually added entry with an outstanding payment. Or if the entry hasn't yet been added, see Manually adding athletes to a division or Manually adding teams to a division, then come back to follow these steps.
3. Open the payment status dropdown next to the entry.
4. Select Request payment. If you'd also like to confirm the entry at the same time, select Confirm and request payment instead of Request payment. This is useful when you're ready to lock in their spot regardless of payment status.
5. The athlete or team linked user/email receives an email titled "[ACTION REQUIRED] Complete payment for [your event name]" with a Pay now button, and their payment status will change to Payment requested.

6. Once the entry has been paid, the payment status will be automatically updated to paid. As noted above for Waitlisted entries, when the requested payment is complete, the entry is automatically confirmed. For any other type of entries, their status will remain the same (e.g Registered)

How to record a payment made another way

If an entry has already been paid for outside of Liveheats (e.g. in cash or via bank transfer) you can record this without sending a payment request email.

1. Go to the Event dashboard, select the division, then go to the Athletes (or Teams if a team division) tab.
2. Open the payment status dropdown next to the entry.
3. Choose one of the preset reasons: Paid in cash, Paid by third-party, or Payment waived.
4. Alternatively, select Record custom payment and enter your own reason, and Save and confirm

5. The entry's payment status updates immediately. No email is sent to the athlete or link user.
6. Recorded payment reasons are visible on the entry, in your All entries list, and in your entries and payments reports.

Common questions

Does confirming an entry mean it's been paid?

• No. Confirming an entry and collecting payment are separate actions. A Director can confirm an athlete, for example, at event check-in / during marshalling or to lock their spot on a waitlisted event while a payment is still outstanding.

What happens if a waitlisted athlete's payment fails?

• Their entry stays waitlisted with a status of "Payment requested" or "Pending payment." Nothing is confirmed until the payment succeeds. A Director can choose to manually confirm an entry at any point.

Can I request a partial payment?

• No. Payment requests are for the full division price, plus any discounts they are entitled to. Partial payments and instalments are not currently supported.

Can I request payment and confirm multiple manually added entries in a single action (e.g bulk request payment and confirm)

• No. Any entries that are manually added for payment requests and confirming have to be done on an individual basis

Can I request payment from entries that have been imported

• No. Requesting payments from entries that have been imported using our CSV import tools is not currently supported.

What if the athlete has more than one linked user/email?

• The payment is sent to the first linked user/email. Choosing which user/email to send the payment request to isn't currently supported.

What if the athlete doesn't have a linked email address?

• The Request payment option will be disabled with a prompt to add an email for that athlete first. Once an email is added, you can request payment immediately. See the article to link another user or email to an athlete profile

Is this the same as paying through team divisions?

• For team divisions, one payment request covers the whole team and is sent to the first linked user only. Teammates are not billed or emailed separately.
• Additionally, requesting payment for a manually added team entry currently only supports charge per team. Any team divisions that are set to per athlete will charge per team when manually added and payment is requested.

What happens when the division pricing changes after requesting payment?

• If you change division pricing after requesting payment, the amount already requested does not change.

Updated on: 23/07/2026