Splash Cards are prepaid accounts members use to pay at the pool's POS terminal.

What admins do:

What members do:

Note: You never handle member credit card loads. Members do that themselves through the manage account screen. If a self-service load was made in error, you can reverse that transaction from Splash Card history and, when eligible, refund it back to the original payment method.
​

All Splash Cards linked to the member appear here, showing the card name, linked members, status, and current balance.

Use this when a member pays cash at the desk.

The dialog notes: "No card is charged — this records cash received in person." This is a manual record only, not a credit card charge.

The card balance updates immediately after you submit.
​

Each card shows a status chip:

Click Re-enable on the card to activate it again. This button only appears when the card is disabled.
​

Note: New cards start in the Inactive state. A member must activate their card through the manage account screen before it can be used. If a card shows as inactive and the member is ready to use it, click Re-enable.

If the order total exceeds the card balance, a red error appears:

Insufficient balance — shortfall $[amount]

The Submit Order button is disabled. Let the member know they need more funds and offer another payment method.

Splash Card is not available for guest or employee orders. Those orders can only use Cash, Check, Credit Card, or Comp.

In the POS Orders list, the payment method column shows "Splash Card" for orders paid this way.

In the Order Detail view, the payment method shows "Splash Card" along with the date and amount.

Go to Accounts → open the account → Splash Cards → click a card → click on clock to view Transaction History.
​

Each row shows its type in a colored chip.
​
​

​

Use a reversal to undo a transaction and correct the card balance. Cash Load, Purchase, and eligible member Load transactions can be reversed, and each can only be reversed once.
​

A transaction can be reversed if:

If it was already reversed, a Reversed chip appears next to the type and the Undo button is disabled.
​

In the Transaction History table, click Undo on the transaction you want to reverse.

The Reverse Transaction dialog shows:

The Reason for reversal field is required. Keep it brief (500 characters max). Examples:

Note: The reason is saved in the card's transaction history for the audit trail.
​
​

​

Click Reverse. The system:

The dialog closes automatically when the reversal succeeds.

Warning: When you reverse a Purchase, the linked POS order is automatically marked Refunded. The sale is removed from current cash-collected figures. Only reverse a POS purchase if you are certain it was an error.

​Warning: A reversal cannot proceed if it would push the card balance below $0. For example, if a card has $10 remaining and you try to reverse a $50 purchase, the system will block it.

​Warning: Not every member load can be refunded automatically. Cash loads and older loads without a linked payment record can still be reversed for balance correction, but the system may not be able to send money back to the original payment method.

Go to Finances → Splash Card Balances to see outstanding balances across all members.
​

The table below the summary breaks down balances by member account:

Use the Search field to find an account by number or name.

Click any row to see all Splash Cards for that account, including each card's status, balance, and transaction history.

Go to Finances → Sales Summary to view sales activity.

When Include Point of Sale is on, Splash Card purchases are included in the sales data. It's important to understand how they affect the numbers.

When a member pays with a Splash Card at the POS, that sale counts in Total Sales — but no new money came in. The cash was already collected when the member loaded their card.
​

The Sales Summary shows two figures:

If you add the Total Refunded column to your report, refunded Splash Card activity appears separately so reversed loads and refunded orders are easier to spot.

When Splash Card purchases exceed $0, a banner reminds you:

Splash Card redemptions are included in Total Sales above, but that money was already collected when members loaded their cards — it is not additional income. Net Cash Collected is the amount your club actually took in during this period.

When members load funds onto a Splash Card, they are shown a Terms & Conditions message and must agree before completing the transaction. This message is displayed at the Load Funds screen and is set at the club level.

The default terms message reads:

This message can be modified or appended to reflect your club's specific policies. To update it:

Admin note: Clubs can still use the reversal workflow to correct mistakes. For eligible member credit-card loads, that workflow may include a refund back to the original payment method. This is an admin correction tool, not a member self-service refund option.

How Member Splash handles Splash Card revenue:

Member Splash recognizes Splash Card loads as revenue at the time of purchase. If an eligible load is later reversed and refunded, that activity is reflected in reporting so the refunded amount does not continue to sit in paid totals.

What this means for your reporting:

If your club follows accrual accounting or GAAP standards:

Under standards like ASC 606, prepaid card loads are technically deferred revenue — a liability — until the funds are redeemed for goods or services. Member Splash does not model this treatment. If your club requires strict deferred revenue accounting, you will need to manage that entry in your accounting software (e.g., QuickBooks) separately from Member Splash reporting.

A straightforward approach for clubs using QuickBooks:

For questions about how to record Splash Card activity in your accounting software, consult your bookkeeper or accountant. Member Splash Support can help you export the transaction data you need but cannot advise on accounting treatment.

Problem: The member's card was declined or didn't appear at the POS.

​Steps:

Problem: A member was charged in error at the POS (duplicate charge, overcharge, etc.) and needs a refund to their card.
​

Steps:

Note: The original POS order stays in the system marked as Refunded, and the reversal is recorded in transaction history.

Problem: A member is closing their account, but the card has a remaining balance. Cards must be at $0.00 before they can be deleted. Card deletion is handled by the primary member through the manage account screen. Admins cannot delete cards.
​

Option A: Transfer the Balance

Option B: Spend Down the Balance

Option C: Reverse an Eligible Load

Note: Refund policy varies by club. Check with your manager before issuing refunds for Splash Card balances.

Problem: A member says their balance doesn't look right.

​Steps:

Problem: You used Add Cash Funds and entered the wrong amount.

​Steps:

Problem: A member is getting an error trying to load funds through the manage account screen, or the option isn't showing.
​

Steps:

Problem: Staff can see the member's Splash Card in the dropdown, but it's greyed out and can't be selected.

​Steps:

Problem: A member's guest tried to pay with the member's Splash Card at POS, and the card wasn't available.
​

This is expected behavior. Splash Cards are tied to a member account — guests cannot use them. The card is automatically removed from the POS dropdown when a guest order is open.

​What to tell the member:

No action needed — this is a system restriction, not an error.