The Transaction History tab allows you to view a student’s purchases and activity, filtered by transaction type and date range.
This is useful for reviewing payments and statuses related to:
Classes
Packages
Memberships
Services
Products
Wallet transactions
How to Use
Choose a Category from the dropdown list (e.g., “Class”, “Membership”).
Enter a Start and End Date.
Click the Filter button to display the relevant transactions.
If no transactions exist for the selected criteria, you'll see a “No record found” message.
What You’ll See
Once results are displayed, each row shows:
The name of the purchased item (clickable to view full details)
Type of transaction (e.g. “Membership”, “Package + Manual”)
Amount paid
Payment status (e.g. DR for “Debit Recorded”, Refunded, etc.)
A download icon for the receipt
A ↩️ (U-turn) icon used to refund the transaction (shown for card, online and wallet payments)
Refunding a Transaction
To refund a transaction:
Locate the transaction (you can view full details by clicking the item name).
Click the U-turn icon next to the transaction row.
In the Send this refund to window, choose where the money goes: Student Wallet (adds the amount to the student’s Groovio wallet) or Original Payment Method (refunds it to the card they paid with).
Click Refund.
🛑 A refund always returns the whole transaction. There is no field to enter a smaller amount. For example, refunding a 10-week course from here refunds all 10 weeks.
Need to refund only part of a payment (for example, one missed week of a course)? Don’t use the U-turn icon. Instead, add the amount to the student’s wallet: on the student’s profile, under Wallet Balance, click Add Money, enter the amount and choose Account Credit Adjustment as the payment method (this keeps it out of your revenue figures).
Original Payment Method isn’t offered when part of the payment came from the student’s wallet. Those transactions can only be refunded to the wallet.
Payments you recorded manually (cash, EFTPOS, bank transfer, etc.) don’t have a refund icon, because no money went through Groovio. Return those funds outside Groovio, or add the amount to the student’s wallet as above.
Refunding a term paid on a payment plan: payment-plan terms are refunded one installment at a time. The term's row has no U-turn icon. Click the term transaction to open its details, and each paid card or wallet installment has its own Refund button. There's no Refund option on the Payment Plan view. See Payment Plans Within Terms.
Account Credit vs Account Credit Adjustment
Both appear side by side in the payment method list on every staff payment screen: buying a class, package, membership, service or product for a student, the cart, payment plans, and Wallet Balance > Add Money. Both are manual payment methods. Neither one takes money from the student’s wallet. To charge the wallet, choose Wallet Balance instead.
The difference is how the payment is reported:
Account Credit is treated like cash or EFTPOS. It counts as revenue on the analytics dashboard, the end-of-day / summary report and Xero, and you can void or edit it from Transaction History. Use it when the student has genuinely paid you for this, for example from a credit balance you track outside Groovio.
Account Credit Adjustment doesn’t count as revenue anywhere: not on the analytics dashboard, the end-of-day / summary report, or in Xero. Use it for comps, goodwill credit and corrections where no new money came in, for example adding a missed class to the student’s wallet, or giving a student a free item. It can’t be voided or edited, because it doesn’t affect your revenue figures.
In the Add Money window, both methods add the amount to the student’s wallet. The only difference is whether that top-up counts as revenue. Hover the ⓘ icon next to Account Credit Adjustment to see this reminder in the app.
Viewing Full Transaction Details
Clicking on the item name (e.g. "6 Week Beginner Series") opens a detailed view showing:
Amount paid and received
Payment method and mode (e.g. Manual, Online)
Payment status (DR or Refunded)
Class date and time
Transaction ID
Studio contact info (location, phone, email)
The price breakdown, including any discount code used, shown as Discount (CODE)
What the payment method means: Online = paid by card through Stripe. Wallet payments show as Wallet. Payments recorded by staff show the method they chose (Cash, EFTPOS, Bank Transfer, and so on).
This helps confirm the transaction source and whether it’s eligible for refund or further review. To see every use of a discount code across your studio, use Analytics > Discount Code Report.
How transactions are labelled & how to correct them
Transaction rows don't always describe themselves the way you'd expect. A few common points of confusion:
Late-cancellation and no-show fees appear labelled as “class” — not “cancellation fee”. This is why a studio can think the fee wasn't charged when it actually was. Open the row to confirm the fee was collected.
A course enrolment shows as a single “class” row but consumes one credit per session. For example, a 4-week course uses 4 credits even though it looks like one booking — the credit count is correct.
Manual or wallet “Manual” class charges can appear with no descriptive label. Open the row's View Invoice to see the full detail.
Voiding or editing a transaction (self-serve)
From the student's Transaction History, use the Void icon to void a transaction. The Void icon is only available on manually-entered payments (cash, EFTPOS, bank transfer, Account Credit, virtual terminal, buy-now-pay-later, Square, Venmo, other, etc.). It isn’t shown for card payments, wallet payments or Account Credit Adjustment.
Voiding can’t be undone, and a voided payment can’t be refunded. If you voided a payment by mistake, or now need that payment refunded or collected again, contact Groovio Support rather than trying to fix it yourself.
For a cash transaction, you can edit the amount received.
If only the date is editable, void the transaction and re-enter it with the correct details.
The Void/refund control isn't available for some retail or manual entries — contact support for those.
Cancelling an unpaid invoice
Transaction History only shows payments that have been made. An invoice that hasn't been paid yet, such as a cart you sent the student with Notify student for checkout, isn't a transaction, so there's nothing to void. To cancel it, open the student's Cart and remove the items, or click Clear cart (pending staff charges are kept when you clear, so remove those individually). See Students Shopping Cart.
Status codes: DR = Debit Recorded (a charge was recorded); CR = Credit.
Tip: View the Student Activity Log
For a complete, unfiltered view of all student transactions (across all categories), head to the Student Activity Log. This log provides a comprehensive timeline of the student’s purchases, refunds, and account activity.