What's new in MeetMaker

This release is about money: what MeetMaker tells you when it moves, and what your Financials tab shows you afterwards. The notices you already receive for every deposit and every refund have been rebuilt – the same notifications, in a new format, carrying a good deal more detail – and the breakdown on your Financials tab is sharper to match.

Everything below is listed in order of how much it changes your day, starting with the biggest. Nothing here needs setting up.

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A MeetMaker disbursement notice email showing the event, the amount sent and the registration payments behind it

Payment and refund emails Financials tab Alerts on meet day Gymnast and coach

About the screens on this page: they are real screens from MeetMaker, filled with a demonstration event. Every athlete and coach name, every date of birth, every membership or organization number, every dollar figure and every business name – gyms, clubs, venues and banks alike – is fictional and was made up for this page. No real person's information and no real business appears anywhere on it. Any name here that happens to match a real person or a real business is purely coincidental.

1Event directors

Your payment and refund notices have a new format, and say more

You have always been told when money moves between MeetMaker and your bank account. What has changed is the notice itself. It now comes from MeetMaker rather than being raised by hand as an invoice or a credit note, it is laid out to be read rather than filed, and it carries detail the old ones could not – above all, the registration payments that make up the deposit. The event, the amounts, the effective date and the account are all still there.

New: every registration payment in the deposit is listed – the club or individual who paid, the date they paid and the amount. You used to get a single figure. If you have ever had to work backwards from a deposit to work out whose entry fees were in it, this is the part to look at.
New: refunds are shown as a deduction, not left as a mystery. A Refunds applied line sits under the processing fee, and the Amount sent below it is what will actually reach your bank.
New: a payment being sent again is flagged as such, with the reason the original was returned by the bank, so it is never mistaken for new money.
Still there: everything you used to match against your statement. The effective date and the last four digits of the account are both on the notice.
Still there: one notice can cover several payments. Where more than one payment for your event goes out in the same run they arrive together, each itemised, with a total for what lands in your account.

Disbursement notice email with registration fees collected, the processing fee, a refunds applied line, the amount sent, and the four registration payments included

A disbursement notice. The refund line only appears when there is one.

When a refund is bigger than the payment

If refunds come to more than the registration money going out for your event, and there are no held funds to cover them, the difference is debited from your account instead – as it always has been. The notice for it now spells out the amount, the effective date the debit is presented and the account it comes from, in time for you to make sure the funds are there.

When your disbursements are on hold

Refunds are settled from the registration money MeetMaker is already holding for you, and nothing is taken from your bank account at all. Its notice now says that in so many words, so a refund can no longer read as a debit you cannot find: it states that the refund has been paid and that your account has not been touched.

Refund debit notice email showing the amount debited and the account it comes from

Refunds debited from your account.

Refund processed from held funds email, confirming the refund was settled without touching the bank account

Refunds settled from held funds. Nothing leaves your account.

They go to the contact addresses on your event, so keep those current. Every one of them links straight to the Financials tab of your Event Director page.

2Event directors

Sharper detail on the Financials tab

Expanding a row on the Financials tab shows the clubs whose registration payments funded that disbursement. That detail is now tied to the individual disbursement rather than worked out from the payment run it travelled in, which makes it exact in one uncommon situation it could not quite handle before. The change has been applied back through the history as well, so past events read the same way.

The Financials tab with one disbursement expanded to show the three gyms whose payments funded it

One row expanded, showing the clubs behind that payment.

The situation it covers is a rare one. Almost every event receives a single disbursement in a payment run, and for those the detail was always right. The exception is an event that received two in the same run, which in practice only arises when a disbursement the bank returned is sent again alongside the next one. Over the years that has applied to a small number of events, and it is the only case this affects.
What is better in that case. The payments are now split between the two rows according to which disbursement each one actually funded, instead of the same list appearing under both; and a re-sent disbursement keeps its own itemisation rather than showing none.
The same figures are in your email. The itemisation on a disbursement notice and the detail on this tab come from the same place, so they cannot disagree.

3Clubs and event directors

Alerts last the whole of the event's final day

An unprocessed alert used to disappear at the start of the last day of an event, which meant it was gone for the whole of the day the meet actually ran – the day you are most likely to need it. Alerts now stay up until the end of that day.

A reservation listed on the Alerts page with its organization, meet and sanction number

A reservation waiting to be processed on the Alerts page.

Read in your event's own time zone, not the server's, so an event on the west coast keeps its alert for its own working day.
The count on the menu bar agrees with the page. Both use the same rule, so a badge can no longer show a number that is not there when you click it.

4Registering clubs

One person can be both a gymnast and a coach

An athlete who also coaches has one membership number with the sanctioning organization, and your roster now accepts both entries on it – one on Competitors and one on Coaches. Before this, the second entry was refused as a duplicate number.

My Roster with its Competitors and Coaches tabs

My Roster. The same person can now appear on both tabs.

Real duplicates are still refused. The same person cannot be added twice in the same role, which is the check that was meant to be there all along.
Nothing to redo. If you were told a number was already in use, add the second entry now and it will be accepted.
Imports were never affected – a roster imported from a file or directly from AAU already matched coaches against coaches and gymnasts against gymnasts.

Questions about any of this?

The support library has step-by-step articles for both event directors and registering clubs, including one on the emails above, and we are happy to walk you through anything on this page.

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