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".
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.
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 the order status is New (Understand order statuses)
Customers are informed about the rescheduling/refund policy of the resource, event, or shop product:
On the resource information page
During the purchase process
When they click the
Cancelbutton.
Issue refunds manually via Spacebring
Administrators can manually issue full or partial refunds from the Spacebring admin dashboard for payments processed via Stripe, WayForPay, or KakaoPay—regardless of the rescheduling or refund policy, or automatic refund settings.
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> input the amount you want to refund and confirm.
Partial refunds are supported for monetary transactions only.
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.
Click on the "Payment" section or the (...) menu next to the payment >
Refund> input the amount you want to refund and confirm.
Alternatively, to initiate a refund for any payment:
Go to the Customers > open the needed profile > Billing > Transactions.
Open the necessary transaction > click
Refund> input the amount you want to refund and confirm.
Use cases
You may want to issue refunds manually via Spacebring:
If you have 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 or refund initiation via Spacebring, 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 the customer's profile on Customers > Billing > Stripe customer.
Refunds made via the Stripe dashboard automatically sync to the corresponding transactions in Spacebring.
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 will reflect a "Refunded" or "Partially refunded" status, and the refund details can be found in the "Refunds" section.
The receipt PDF will also update to reflect the refund:
Users can see refunded transactions in the member web portal or mobile app on the 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.
Credit and day pass transactions
For transactions made with credits or day passes, each refund results in a new transaction that includes the refund details for the canceled booking or purchase.
Users can view refunded credit or day pass transactions in the member web portal or mobile app under Locations > Membership > Credits/Day passes > Transactions.
Administrators can see refunded credit or day pass transactions on the customer’s profile at Customers > user/company profile > Credits/Day passes > Transactions.
Notes
Refunds are processed by the payment gateways (Stripe, WayForPay, or KakaoPay). Customers receive funds once the gateway completes the refund.
Spacebring initiates refunds but is not responsible for their completion. Refunds may fail due to payment gateway issues.
The transaction status in Spacebring stays as “Refunded” and does not update.
To verify the final refund status, check the transaction in the gateway’s dashboard directly.
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.
FAQs
How can I check if a customer will get a refund for their cancellation?
How can I check if a customer will get a refund for their cancellation?
Customers are always informed about the rescheduling/refund policy of the resource, event, or shop product at two key points:
When they are making a purchase.
When they click the
Cancelbutton.
If the user has already made a cancellation, both the users and administrators can check the transaction status. Administrators follow these steps:
Go to the Customers page > open the user's profile.
Depending on the payment method used, go to the relevant section:
Billing > Transactions (for monetary payments)
Credits > Transactions
Day passes > Transactions.
Check the relevant transaction to see whether it has been refunded.
Users follow these steps:
Go to the Membership page.
Depending on the payment method used, go to the relevant section:
Billing > Transactions (for monetary payments)
Credits > Transactions
Day passes > Transactions.
Check the relevant transaction to see whether it has been refunded.
If it has been refunded, please keep in mind that while credit and day pass refunds are instant, for monetary transactions, the actual time it takes for the customer to receive the refund depends on your payment gateway (Stripe, WayForPay, or KakaoPay).
If the transaction wasn't refunded due to your rescheduling/refund policy, "Automatic refunds" setting is disabled, or your payment gateway does not support automatic refunds, you can proceed with issuing a refund manually to this user.