The student wallet is a prepaid balance that students can hold at your studio. It works like a store credit account — funds are loaded in advance and drawn down at checkout when students book classes, services, packages, or memberships.

Each student has a separate wallet balance per studio. A student's wallet at your studio is entirely independent from any balance they may hold elsewhere on Groovio.

Students can add funds to their wallet themselves via the app or student portal using a credit or debit card. A small card processing fee is added on top of the amount they load. Once payment is confirmed, the balance is available immediately.

You and your staff can add funds directly to a student's wallet from the admin dashboard — for example, when a student pays in cash or by bank transfer, or when you want to issue a courtesy credit. On the student's profile, under Wallet Balance, click Add Money. You can record the payment method and add a note to the transaction for your records.

At checkout, students (or your staff, when checking out on a student's behalf) can select Wallet balance as the payment method. The amount is deducted from their balance instantly.

Wallet payments can be applied to:

Wallet funds are normally used at checkout. Once a student is already booked, there are only two places you can apply wallet funds to that booking:

There is no option to apply wallet funds to a booking that is already marked as paid, or to one that wasn't set up with a partial payment or deposit. Don't rebook the student to use the wallet — that creates a second booking. Contact Groovio support if a booking needs correcting.

Taking installments for a partial payment? You don't need to top up the wallet first. Just record the payment on the Partial Payment tab using the method the student actually paid with (Card on file, Cash, EFTPOS, etc.).

No. In the student app and student website, a purchase is paid with one payment method. The wallet can only be used if the balance covers the full amount. Groovio does not automatically use the wallet first and charge the rest to a card.

If the wallet balance is lower than the total, the student will see "Insufficient wallet balance" when they select Wallet. If they choose Card instead, the card is charged the full amount and the wallet balance is not used.

To use their wallet balance, the student should:

If the card was already charged the full amount and you want the student's wallet balance to count towards the purchase, you can even it out: issue a partial refund in Stripe for the amount the wallet should have covered, then withdraw that same amount from the student's wallet (Student Profile → Wallet → Withdraw Money).

A recurring membership's automatic payments (weekly, fortnightly, monthly, etc.) only come out of the wallet when both of these are true:

Otherwise the card on file is charged the full amount and the wallet isn't touched. The automatic payment is never split between wallet and card. For example, if the weekly payment is $39.90 and the wallet holds $30.51, the card is charged $39.90.

To use a smaller wallet balance towards the next payment, pick one of these:

Don't use Edit Pricing for this. Edit Pricing on a membership sets the amount for all future billing cycles, not just the next one, so the student would keep being charged the lower amount.

Don't use Checkout to pay a membership's next payment either. Checking out a membership (including with a Partial Payment) purchases a new membership; it doesn't pay the existing one. The Pay Now button on a membership only appears when a payment has failed or is still pending, and it also needs the wallet to cover the full amount if you choose Wallet Balance.

When a booking is cancelled and a refund is due, the refunded amount is credited back to the student's wallet balance automatically. This appears in their transaction history as a refund entry.

From the admin dashboard you can:

No. Wallet balances do not expire. Funds remain on the student's account until used, refunded, or manually adjusted by your team.