Splash Cards are prepaid balances that members use to pay at your club's point of sale. Members create their cards, load them with a saved payment method, and manage them from their account. Admins help when something needs to be done in person or corrected.
What admins do:
Add cash a member pays in person
Re-enable a card
Charge a card at the point of sale
View a card's transaction history
Reverse a transaction that was made in error
You never enter a member's credit card to load funds. Members do that themselves. See Splash Cards — Account Holder Guide.
NOTE: Splash Cards are turned on for your whole site in Settings → Splash Card Settings, under Payments. When they're off, Splash Cards are hidden from the member portal, the admin, and the point of sale. See Settings: Splash Card Settings.
Find a Member's Splash Cards
Open the Accounts list.
Click Edit on the member's account.
Click the Splash Cards tab.
Each card shows its name, linked members, status, and current balance.
Add Cash Funds
Use this when a member pays cash at the desk. It records the cash you received. No card is charged.
Click Add Cash Funds on the card.
Enter the Amount ($), for example 25.00.
Optional: add a Note (up to 500 characters).
Click Add Funds.
The balance updates right away. The entry shows as Cash Load in the card's history.
Card Status
Active (green): the card can be used at the point of sale.
Inactive (grey): the card can't be used. The reason appears below the balance, for example that it was disabled, or hasn't been activated yet.
New cards start inactive until the member enables them. To activate a card for a member, click Re-enable. The button only appears on inactive cards.
Take a Splash Card Payment at the Point of Sale
On the checkout screen, open the payment method dropdown.
Select the member's card. Active cards appear as Splash Card: [Card Name].
Check the balance shown below the dropdown, then submit the order.
If a card can't be selected:
"Card disabled. Contact the account holder to re-enable." The card is disabled.
"Card not yet activated by member." The card is new and hasn't been enabled.
If the member has no active cards, the Splash Card option is greyed out.
If the balance is too low, you'll see "Insufficient balance — shortfall $[amount]" and Submit Order is disabled. Ask the member to load more funds or pay another way.
Guest and employee orders can't be paid with a Splash Card. Use cash, check, credit card, or comp.
Orders paid this way show Splash Card as the payment method in the POS Orders list and order details.
View Transaction History
On the member's Splash Cards tab, click a card, then click the clock icon.
Each row shows the Date, Type, Amount (green for money added, red for money removed), Balance after the transaction, and any Note, such as a reversal reason or POS order ID.
Type | What it means |
Load | The member loaded funds with a saved payment method |
Cash Load | Staff added cash funds |
Purchase | The card paid for a POS order |
Transfer In / Transfer Out | The member moved funds between their own cards |
Reversal | An admin undid an earlier transaction |
Reverse a Transaction
A reversal undoes a mistake and corrects the balance. You can reverse a Cash Load, a Purchase, or an eligible member Load, once each.
In Transaction History, click Undo on the transaction.
Check the type and amount in the Reverse Transaction window.
Enter a Reason for reversal (required, up to 500 characters), for example "Loaded wrong amount, should have been $50." It's saved in the card's history.
For an eligible member credit card load, leave Refund to original payment method on to send the money back to that card.
Click Reverse.
A reversal entry is added and the balance updates right away. A transaction that's already been reversed shows a Reversed chip, and its Undo button is disabled.
IMPORTANT:
Reversing a Purchase marks the linked POS order Refunded and removes it from cash collected. Only do this if you're sure the purchase was a mistake.
A reversal can't take the balance below $0. For example, you can't reverse a $50 load if only $10 is left.
Cash loads, and older loads with no linked payment, can be reversed to fix the balance, but no money is sent back automatically.
Refunds and your terms: Members are told Splash Card balances are non-refundable. Refunding through a reversal is an admin tool for correcting mistakes, not something members can request on their own. Follow your club's refund policy.
Splash Card Balances Report
Go to Finances → Splash Card Balances to see unspent funds across all members.
Total Funds on Cards: the unspent balance across all active cards. This money has already been collected and reported as revenue. See Accounting Notes below.
Active Cards: cards with a balance above $0.
Total Cards Issued: every card ever created, including disabled and $0 cards.
The table below shows each account's number, billing member, number of cards, and unspent funds. Search by account number or name, and click a row to see that account's cards and history.
Splash Cards in Sales Summary
In Finances → Sales Summary, with Include Point of Sale on, Splash Card purchases count in Total Sales, even though no new money came in. The cash was collected when the member loaded the card.
Total Sales: all sales, including Splash Card purchases.
Net Cash Collected: Total Sales minus Splash Card purchases. This is the new cash your club took in during the period.
Example: a member loads $100 in January and spends it all in February. January shows $0 in sales and $100 in new cash. February shows $100 in sales and $0 in new cash.
Add the Total Refunded column to see refunded Splash Card activity separately.
Terms & Conditions
Before loading funds, members must agree to this standard notice, which is always shown:
Your balance never expires. Loaded funds can be used for purchases via your club's point of sale system. Check with your club for more specific details. Splash Card balances are non-refundable. Once loaded, funds cannot be returned as cash or credited back to your payment method, so load what you plan to use.
To add your club's own terms, such as seasonal rules or who to contact about balances:
Go to Settings → Splash Card Settings.
Enter your text in Terms & Conditions.
Click Save changes.
Your text appears below the standard notice. It doesn't replace it.
Accounting Notes
Member Splash counts Splash Card loads as revenue when they're loaded, not when they're spent. If an eligible load is later reversed and refunded, reporting reflects that too.
Load amounts appear in revenue at the time of load.
Splash Card Balances shows unspent funds, but Member Splash doesn't record them as a liability.
Splash Card purchases count in Total Sales but not in Net Cash Collected.
If your club uses accrual or GAAP accounting: prepaid card loads are usually treated as deferred revenue (a liability) until they're spent. Member Splash doesn't do this. Record loads as deferred revenue in your accounting software, such as QuickBooks, and recognize revenue as cards are spent, using Sales Summary for redemption totals. Ask your bookkeeper or accountant how to handle this. Member Splash support can help you export data but can't give accounting advice.
Troubleshooting
A member's card won't work, or is greyed out, at the point of sale
Open the member's Splash Cards tab.
If the card is inactive, ask the member to enable it, or click Re-enable. Then have the POS refresh or log in again.
If the balance is $0, use Add Cash Funds, or ask the member to load funds.
A member was charged by mistake at the point of sale
Reverse the Purchase in Transaction History. The balance is restored and the POS order is marked Refunded.
You added the wrong cash amount
Reverse the Cash Load, then add a new one with the correct amount.
A balance looks wrong
Review the card's Transaction History. Loads add funds, purchases remove them, and reversals offset earlier entries. The last row's Balance should match the card. If it doesn't, contact Member Splash support.
A member can't load funds
Only the account's Billing Member can load funds. Additional users can't. The account must also be active. You can use Add Cash Funds instead.
A guest tried to use a member's card
That's expected. Splash Cards can't be used for guest orders, so the option is hidden. The guest needs to pay another way.
A member is closing their account with money on a card
A card must be at $0 before it can be deleted, and only the member can delete it.
Admins can't. The member can:
Transfer the balance to another of their cards
Spend it down at the point of sale
Ask the club to reverse an eligible load and refund it, if the balance still covers the full load
Refund policies vary by club, so check with your manager before refunding a balance.