Spacebring supports automatic and admin-initiated refunds for the following payment methods:
Payment method | Automatic refund | Admin-initiated refund via Spacebring |
Credits | ✓ Enabled by default | X |
✓ Yes, if enabled in the integration settings | ✓ | |
X | X |
You can enable or disable and set conditions for automatic refunds by setting the rescheduling or refund policy for each resource and service.
For all other payment gateways, refunds must be handled manually via the gateway's dashboard.
Configure automatic refunds
To enable automatic refunds:
In Spacebring, click the (...) menu next to the location name on the left-side panel.
Toggle on "Automatic refunds".
4. Configure the refund conditions to control when automatic refunds are allowed when customers cancel by themselves:
Rescheduling policy — for rooms, desks, parking, and equipment
Refund policy — for events and shop products.
Set rescheduling policy
Go to Spacebring > Resources > Rooms, Desks, Parking, or Equipment.
Add a new resource or edit an existing one.
In the "Rescheduling policy" section, choose one of the following:
Before the start — automatically refund if canceled any time before the booking start.
Specific time (1 hour, 2 days, etc.) — automatically refund only if canceled the selected time before the booking start.
No refund – no automatic refunds upon cancellation.
Users see the rescheduling policy on the resource information page and during booking.
For full-day bookings (desks, parking, equipment), the booking start time is defined by the location’s schedule. The refund eligibility is counted according to this time. Keep in mind that the open hours may vary by user role:
Nonmembers and network members follow the public schedule.
Location members and admins follow the default schedule.
Set refund policy
To set the refund policy for events:
Go to Spacebring > Engagement > Events.
Choose the necessary property in the "Refund policy" section.
To set the refund policy for shop products:
Go to Spacebring > Services > Shop.
Choose the necessary property in the "Refund policy" section:
No refund
Only if order status is New (Understand order statuses)
Issue refunds manually via Spacebring
Administrators can issue refunds manually via Spacebring admin dashboard for transactions made via Stripe, WayForPay, or KakaoPay, regardless of the rescheduling or refund policy and whether automatic refunds are enabled.
To initiate a refund for a booking, event ticket, or shop order:
Open the user's booking, event ticket, or shop order:
Either from the customer's profile on the Customers page.
Or from the Rooms, Desks, Parking, Equipment, Events, or Shop page.
If you want to cancel the booking, ticket, or order, click
Cancel> confirm the cancellation > confirm issuing a refund.If you want to refund it without cancelling, click on the "Payment" section >
Refund.
To initiate a refund for an invoice:
Open the necessary paid invoice:
Either from the customer's profile on the Customers page > Billing > Invoices.
Or from the Billing > Invoices page.
In the "Payment" section, click the (...) menu next to the payment >
Refund.
Alternatively, to initiate a refund for any payment:
Go to the Customers > open the needed profile > Billing > Transactions.
Open the necessary transaction > click
Refundand confirm.
Use cases
You may want to issue refunds manually via Spacebring:
If you disabled automatic refunds.
To override a rescheduling or refund policy as an exception.
To refund for a past event, booking or order.
To refund an invoice (users cannot cancel invoices themselves).
Issue refunds via payment gateway dashboard
For payment gateways that don’t support automatic refunds, admins can refund manually from the payment gateway's dashboard:
Set up relevant alerts on the Notifications page to be notified of cancellations.
Find the receipt number in Spacebring:
Go to Customers > user's or company's profile > Billing > Transactions.
Open the necessary transaction >
View receipt> copy the receipt number.
Go to your payment gateway's dashboard.
Locate the transaction by its number and issue the refund.
If you're using Stripe, you can directly navigate to the customer's transaction page in the Stripe dashboard from to the customer's profile on Customers > Billing > Stripe customer.
Refunds made via the Stripe dashboard automatically sync to the corresponding transactions in Spacebring.
Use cases
You may want to issue refunds manually via your payment gateway dashboard:
When using an integration with a payment gateway that doesn't support automatic refunds and refunds initiation via Spacebring.
To issue a partial refund.
Spacebring only supports full refunds.
See refunded transactions
Monetary transactions
After confirming the cancellation, a pop-up message "Refund initiated" appears to the user or administrator (depending on who initiates it).
The original transaction updates with the status "Refunded".
The refund details appear under the "Refund" section.
Users can see refunded transactions in the member web portal or mobile app on the Locations > Membership > Billing > Transactions page.
Administrators see refunded transactions on the Customers > user/company profile > Billing > Transactions page.
The "Transactions" report reflects refunds in the "Amount refunded" column.
Credits and day passes transactions
For transactions made with credits or day passes, each refund results in a new transaction which includes the refund details for the canceled booking or purchase.
Users can see refunded credit transactions in the member web portal or mobile app on the Locations > Membership > Credits > Transactions page. Administrators see refunded credits transactions on the Customers > user/company profile > Credits > Transactions page.
Users can see refunded day pass transactions in the member web portal or mobile app on the Locations > Membership > Day passes > Transactions page. Administrators see refunded credits transactions on the Customers > user/company profile > Day passes > Transactions page.
Notes
Refunds are processed by the payment gateway (Stripe, WayForPay, or KakaoPay). Customers receive the funds once the gateway completes the operation.
Spacebring initiates the refund but is not responsible for its completion. A refund may fail due to issues on the payment gateway's side.
The transaction status in Spacebring remains as “Refunded” and does not update after that point.
To verify the final status of a refund, check the transaction directly in the payment gateway’s dashboard.
Tips
Before issuing a monetary refund, consider offering alternatives to retain customers:
Offer a refund in credits instead of money. No transaction fees apply, and users can spend them on your services.
Give a promo code with the appropriate discount to encourage future purchases.