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WYA User Guides

Event lifecycle and organizer payouts

An event has separate content, approval, booking, payment, and payout stages. A Publish selection does not by itself make an event bookable or public.

New staging website

Section titled “New staging website”

Event lifecycle

Section titled “Event lifecycle”

1. Draft creation

Section titled “1. Draft creation”

When a school or teacher owner selects Save event, WYA starts the event inactive and waiting for approval. The editor then saves programs, facilities, options, instructors, and images. If one of those sections cannot be confirmed, the page keeps a draft and shows Your draft was created, but we could not confirm that saving {stage} finished. Choose Open saved draft to review and finish the missing section.

2. Approval and publication

Section titled “2. Approval and publication”

The form has Draft and Publish. Publish means the owner is asking to make the event public after approval. The current message is Published events are visible publicly after approval. An event that is inactive, waiting, rejected, or otherwise not approved is not a normal bookable listing.

3. Booking availability

Section titled “3. Booking availability”

WYA checks that the event is active, approved, has not started, and has enough capacity. A booking begins in Pending. An organizer or authorized staff member can choose Approve, which moves it to an active confirmed status, or Reject, which cancels the organizer-side booking. A member can see Pending, Confirmed, Cancelled, or Completed in My event bookings.

4. Payment and cancellation

Section titled “4. Payment and cancellation”

For a paid event, the member can use Pay securely with Stripe and Pay now after the booking is saved. The booking can show Payment pending, Paid, Payment failed, or Refunded. The member or organizer cancellation flow can create a Stripe refund when WYA allows it. A refund or dispute under review shows Payment review required; do not pay again.

5. Completion and renewal

Section titled “5. Completion and renewal”

After the event end date and time, its payments are not immediately payable to the organizer. An owner can renew an expired event only during the free renewal window and must update both Start date and End date. A renewed event becomes inactive and requires administrator approval again. After the window closes, WYA rejects the renewal.

Request an organizer payout

Section titled “Request an organizer payout”

The current account menu includes Event payouts. Open Event payouts on staging after signing in. The page title is Request an event payout and the introduction explains that the form selects eligible payments for manual review; it does not start a transfer.

Select eligible payments

Section titled “Select eligible payments”
  1. In Eligible payments, review the list. The page says Only payments for completed events whose settlement hold has ended and which are not already allocated to a request appear here.
  2. Choose one Currency.
  3. Select one or more eligible payment rows in that currency. Each row can show an event name, booking reference, payment number, amount, and Eligible {date}.
  4. Review Payout preview: Gross amount, WYA fee ({percent}%), and Estimated net.

If nothing is ready, the page shows No eligible payments are available yet. It also requires Select at least one eligible payment in one currency. before the destination form can be submitted.

Provide the destination

Section titled “Provide the destination”

In Destination, choose a Payout method:

  • PayPal — complete PayPal email.
  • Bank transfer — complete Recipient name, Bank name, and Account number; Branch (optional) is available when needed.

Review the amount and choose Submit payout request. While it runs, the button reads Submitting…. A successful response shows Payout request #{id} submitted. Estimated net: {amount}.

The page states Requests are reviewed manually. This action does not transfer funds. WYA staff must review the request and record the transfer reference. The Request history section tracks requests with Awaiting review, Paid, or Rejected, and can show a decision note or Transfer reference.

Eligibility rules and amounts

Section titled “Eligibility rules and amounts”

WYA lists a payment only after the event is completed, its settlement hold has ended, and the payment is successful, positive, not cancelled, and not already allocated to another request. Treat the current Payout preview and Eligible payments list as the amount and eligibility to review; timing and fees can vary by account settings.

The member payout form does not perform a bank or PayPal transfer. Do not describe Submit payout request as immediate payment.

Production website

Section titled “Production website”

The production event manager at Manage Your Events shows booking status and attendee details but does not show the current Event payouts workspace, eligible-payment list, Payout preview, or manual payout request controls. The production profile menu includes Billing, but it is not described here as an event-payout workflow.

Use the current/new payout instructions only when the signed-in interface shows Event payouts and Request an event payout. For a legacy event, ask the authorized WYA finance or support contact about the payout process rather than inferring it from Billing.

Section titled “Lifecycle links”