Reservation Cancellation Policy

Updated 2026-08-07

This static policy explains Matchabit reservation, registration, cancellation, refund, package, rental, and payment rules for matches, tournaments, and coaching. Activity-specific payment overview screens show the applicable seller, club or organization policy, including the selected payment method and any configured cancellation or leave deadline. If a club, organization, coach, tournament organizer, or venue operator publishes stricter cancellation conditions through the application, those operator rules apply first.

Scope and priority of operator rules

Matchabit is a platform for creating, joining, booking, and paying for matches, tournaments, coaching sessions, packages, rentals, and related services.
The rules shown in an activity payment overview are based on the selected activity, seller or operator, payment method, start time, package and rental state, and the club or organization configuration available to Matchabit, including any configured policy cutoff shown before confirmation.
If stricter cancellation, refund, no-show, venue access, or participation rules are determined by the operator and notified through the application, those rules apply first.
Local law, payment provider rules, bank processing times, and manual finance review can affect the final outcome.

Match reservation and payment rules

An Auto-book match starts without a court reservation. Matchabit reserves immediately when the confirmed roster is full. Otherwise it makes a one-time check for at least 2 confirmed players at twice the club cancellation window and a second one-time check for at least 3 confirmed players at the club cancellation deadline. Neither checkpoint is earlier than 24 hours before match start.
Creating, joining, and adding a friend to an Auto-book match close exactly one hour before match start. Each player pays their own seat; the person adding a friend pays that friend’s seat.
Premium service-fee waivers and personal package benefits apply only to the member’s own seat. An added friend never receives the payer’s Premium waiver. A package can cover a friend only when that package explicitly allows shared use.
For an Auto-book match that is not full, a player may leave and may remove a friend they added until match start. When the match is full, leaving and friend removal are allowed only before the club cancellation deadline shown in the application; from that deadline onward, contact the club.
Players cannot cancel or dissolve an Auto-book match, and its creator has no special privilege or payment guarantee. Players leave individually. When no confirmed player remains, the system cancels the match and its booking.
If a reserved Auto-book roster falls below 2 confirmed players, Matchabit releases the court but keeps the match with one confirmed player. The match can reserve again when it reaches 2 confirmed players or becomes full. If no suitable court is available, the existing automatic cancellation rule still applies.

Match cancellation and refund rules

An allowed Auto-book leave or friend removal receives a full refund of the affected checkout, including the paid court share, participant rentals, and service fee; eligible package use is restored. The same full-refund rule applies when the system cancels because the required number of players is not reached, no suitable court is available, or the reservation cannot be confirmed.
Only the person who added a friend may remove that friend. The refund returns to the original person who completed payment for that friend’s seat.
For Auto-book refunds, the payment provider returns its transaction fee fully or proportionally for the refunded amount, so no provider transaction-fee deduction is taken from the player’s refund. Matchabit records this treatment in the refund and financial audit trail.
Instant-book public and private matches continue to use the cancellation and 15-minute payment-grace rules shown in their payment overview; the Auto-book full-refund rule does not change those flows.
If provider, payout, settlement, or reconciliation state prevents safe automatic processing, Matchabit creates an explicit review record instead of deleting or rewriting financial history.

Tournament registration, leaving, and refund rules

A paid tournament uses the configured registration payment method. Mixed Pay Now and Pay at Venue registration is not allowed for the same tournament flow.
Club tournament leaving follows the club configured cancellation or no-show policy and any club policy deadline shown in the application. Organization tournaments use the organization leave policy; when no earlier organization self-leave deadline is enforced, tournament start is the leave deadline shown in the application. Substitutes may be exempt from an earlier organization deadline, but not from tournament start.
For online tournament payments, a full refund is available only within 15 minutes after payment and no later than the leave deadline shown in the application.
After the 15-minute full-refund period but before the leave deadline shown in the application, a participant-caused withdrawal refunds the registration principal and paid rentals while retaining the service fee.
The leave deadline does not start a new 15-minute full-refund period. After that deadline, participant self-withdrawal may be blocked and no automatic refund is available.
After tournament start, online refunds are not automatic and require manual review. If a manager removes an online-paid participant after the policy deadline shown in the application, seller transaction-fee responsibility may need to be accepted before a full customer refund is queued.

Coaching registration, leaving, and refund rules

A coaching session uses the configured registration payment method. Pay Now charges the coaching price plus service fee unless Premium waives it; Pay at Venue is collected by the club, organization, or coach.
For an eligible user-caused Pay Now coaching cancellation, a cancellation within 15 minutes after successful payment includes the service fee refund. A later eligible cancellation refunds the coaching principal but retains the service fee.
You can cancel before session start only while the lesson cancellation policy shown in the application allows it. When no earlier lesson cancellation deadline exists, session start is the deadline shown in the application. After that deadline, online-paid self-cancellation is blocked and you must contact the club, organization, or coach.
A coach, owner, or manager can cancel a session or remove a participant only before start. If the participant paid online and the policy deadline shown in the application has passed, seller fee responsibility may need to be accepted before refund processing.
Coaching rentals are scoped to each participant. When a participant leaves or is removed, only that participant's rentals are removed and totals are recalculated.

Payments, packages, rentals, service fees, and manual review

The final amount shown before confirmation is calculated by Matchabit from the activity price, package usage, rental selection, service fee, Premium fee waiver, seller configuration, and the applicable policy cutoff.
Packages reduce eligible activity price only when the selected flow supports package usage. A package may cover an added friend only when shared use is enabled for that package. Packages do not cover rentals or service fees.
Rentals belong to the participant who selected them and are removed, restored, or refunded only when that participant policy allows it.
A Premium service-fee waiver is personal. It may apply to the Premium member’s own seat, but never to a friend added and paid for by that member.
If provider data, payout state, settlement state, refund history, or bank/provider processing prevents an automatic refund, the payment is sent to manual review.