Athlete Payment System
Hajime collects registration fees directly through the platform, so you can offer online payment, pay-on-site, or a mix of both, without chasing spreadsheets or bank transfers by hand.
Applies to: Organization administrators · Academy owners
Hajime lets you collect registration fees directly through the platform: no spreadsheets, no chasing bank transfers one by one.
Before You Start: Fees and Online Payments
Every organizer can configure fees: add fee rules, apply templates and choose a payment mode. Without online payments, athletes see the amount due and pay at the venue, and the desk records the payment.
Online payment collection (card payments through Stripe) is a separate capability that a Hajime admin activates for your organization or academy on request. Once it is active, the Payout Accounts section appears in your admin panel and the online payment modes become available. Contact Hajime support to have online payments enabled.
Connecting Your Stripe Account (Required for Online Payments)
To collect payments directly into your account, Hajime uses Stripe Connect: a system that lets each organization or academy receive money directly from athletes without it passing through Hajime first.
What you need to do
- Go to the admin panel of your organization or academy.
- Open the Payout Accounts section.
- Click Connect with Stripe and follow the onboarding steps.
[Screenshot placeholder: Payout Accounts page showing the "Connect with Stripe" button]
Stripe will ask you for:
- Your organisation's legal name and country
- A bank account for payouts
- Identity verification (required by financial regulations)
The process usually takes 5–10 minutes. Once complete, your account shows as Active and you are ready to receive payments.
Important: You must complete Stripe onboarding before athletes can pay online for any of your events. Without an active payout account, athletes see "Pay at the venue" with the amount instead of a payment button.
Setting Up Fees for an Event
Open the event you want to configure and click Fee Configuration. You do not need a Stripe account to set fees; it is only needed for online payment.
[Screenshot placeholder: Event page with the "Fee Configuration" link highlighted]
Step 1: Add fee rules
A fee rule sets the registration price for a specific speciality (e.g. Gi Adults, No-Gi Juveniles). You can add as many rules as you need, one per speciality.
- In the Fee Rules section, click Add Fee Rule.
- Select the speciality from the dropdown.
- Enter the amount in euros.
- Click Create Rule.
[Screenshot placeholder: "Add Fee Rule" modal with speciality dropdown and amount field]
You can also apply a fee template if your organization or academy has pre-configured pricing. Click Apply Template and select the one that fits.
Step 2: Choose a payment mode
In the Payment Configuration section, select how you want to handle payments for this event.
[Screenshot placeholder: Payment Configuration section showing the three payment mode options]
Payment Mode Options
No fee
The event is free, or you are handling fees entirely outside Hajime. No payment step is shown to athletes during registration, and nothing is recorded. This is the default.
When to use: free events, or when you are not yet ready to configure pricing.
Pay at the venue
Athletes register online, see the amount due and pay in cash at the venue. The desk records the payment at check-in. You can also see which athletes have a pending payment and mark them as paid once you have received the money.
[Screenshot placeholder: Registrations list showing payment status badges (Paid / Pending) with a "Mark as paid" button]
When to use: when you do not use online payment, or for walk-up registration and cash settlement on event morning (see Event Morning).
Online or at the venue
Athletes can pay online at the time of registration, or register without paying and settle at the venue. Available once online payment is enabled for you.
When to use: when you want to offer online payment as a convenience but still accept cash.
Online, required
Athletes must complete an online payment before their registration is confirmed. If payment fails or is abandoned, the registration remains unconfirmed. Available once online payment is enabled for you.
This option gives you the clearest financial picture before the event: every confirmed registration has a matching payment.
When to use: when you want to guarantee payment upfront and avoid no-shows or last-minute cancellations.
Collecting a Deposit Instead of the Full Amount
On any event with the "Online or at the venue" or "Online, required" payment mode, you can ask athletes to pay a deposit upfront: a partial amount that secures their registration, with the remainder collected at the venue or by another method.
To enable deposits:
- In the Payment Configuration section, toggle on Enable Deposit.
- Enter the deposit amount in euros.
[Screenshot placeholder: Deposit configuration toggle and amount field]
Athletes paying online will only be charged the deposit amount at registration. The outstanding balance is shown in their registration summary.
When to use: when you want to reduce the barrier to registration (lower upfront cost) while still collecting a commitment payment.
How Payments Work for Athletes
When an athlete registers for an event with fees enabled, they see the fee breakdown before confirming their registration.
- If the payment mode is Online or at the venue, they can choose Pay now or Register and pay later.
- If the payment mode is Online, required, they must complete payment to proceed.
- If online payment is not available for the event, they see Pay at the venue with the amount.
- If a deposit is configured, the amount shown for payment is the deposit, not the full fee.
[Screenshot placeholder: Athlete registration flow showing the payment step with fee breakdown]
Payments are processed securely by Stripe. Athletes can pay with any major credit or debit card.
Managing Payments as an Organiser
Viewing payment status
In your event's registration list, each registration shows a payment status badge:
| Status | Meaning |
|---|---|
| Paid | Full amount received (online or marked manually) |
| Partial | Deposit received; balance outstanding |
| Pending | No payment received yet |
[Screenshot placeholder: Registration list with payment status column and filter options]
Marking a manual payment as received
If an athlete paid you in cash or by bank transfer:
- Open the registration detail.
- Click Mark as Paid.
- Confirm the action.
The registration is updated immediately and the athlete receives a confirmation.
[Screenshot placeholder: Registration detail page with the "Mark as Paid" button]
Refunds
Refunds for online payments can be initiated from the registration detail page. Stripe processes the refund to the athlete's original payment method within 5–10 business days.
Frequently Asked Questions
Can I use fee templates created by my organization on my event? Yes. If your organization has set up fee templates, they appear in the Apply Template section when configuring fees. Academy templates (if any) are listed separately.
What happens if I change the payment mode after registrations have started? Existing registrations keep their current payment status. The new mode applies only to new registrations.
Is there a fee for using online payments? Stripe's standard processing fees apply. Hajime does not charge an additional platform fee on payments. Check Stripe's pricing for your country for the exact rates.
What if my Stripe account is not yet approved? You can still configure fee rules. Athletes just won't be able to pay online until the Stripe account is fully active; until then they see "Pay at the venue".
Can an organization and an academy both have payout accounts linked to the same event? Each event is linked to a single payout account: either the organization's or the academy's, depending on who owns the event.
Last updated: October 2026