Session settlement: venue price list, playing time and extra costs

Adam · September 20, 2026 at 08:47 AM

Settling a session isn't just “the court costs 80 zł, let's split it four ways”. Someone plays an hour, someone two, someone has a card, and along the way you bought shuttlecocks. The settlement module in B-Admin-Time takes all of that into account, and the cashier only corrects what actually needs their decision.

The price from the venue's price list

If the venue has a price list configured, the “Calculate from pricing” button works out the session cost on its own: for each slot it takes the number of courts, the playing hours and the rate valid on that day and at that time. When the rate changes during a slot (e.g. a pricier band applies from 18:00), each part is calculated at its own price. Then the venue's group discount (a percentage) and the sports card discounts are subtracted. If the venue has no price list, the cashier simply enters the price manually.

Who played how long

The cost is split in proportion to playing time. A player signed up for several slots is counted in total, and each guest is counted separately. Example: a session has two slots, 18:00–19:00 and 19:00–20:00, each with one court at 60 zł per hour, so 120 zł in total. Ania plays both slots, Bartek only the first, Celina only the second. Ania spent twice as much time on court as each of the others, so she pays 60 zł, and Bartek and Celina pay 30 zł each.

Sports cards and swipe limits

Card discounts are subtracted according to the card billing mode chosen in the group and the swipe limit set for the venue — we describe the details in the article sports cards in settlements.

Extra costs: shuttlecocks, trainer, other

You can add costs beyond the court to a session with the “Add cost” button: “Shuttlecocks”, “Trainer” or “Other” with your own name. Extra costs are split equally among all players of the session, except people marked as no-show, regardless of whether anyone used a card. Players see them in the session price card as “Extra costs”.

From settlement to payment

The cashier saves the settlement, and every player sees their amount. A player declares a payment (“I've paid”), and the cashier confirms it individually or in bulk with the “Confirm all” button. A payment has three states: “Unpaid”, “Awaiting confirmation” and “Confirmed”. The app itself doesn't collect any money — players pay the cashier, and B-Admin-Time keeps track of who has paid. A session can be settled by the session's cashier or a group admin, and any player in the group can become a cashier — after approval by an admin or the session's creator.

Automatic settlement and confirmation

In their settings, a cashier can turn on “Auto-settle sessions”: after a set number of hours from the end of the session, the system calculates the amounts on its own from the venue's price list and the group's card mode. The automation doesn't take the card swipe limit into account, so for sessions where it matters, it's better to settle manually. Separately, “Auto-confirm declared payments” works — a declared payment is confirmed automatically after a chosen number of days from being declared.

See also how to set up venue price lists, read about the three ways to split court costs or get to know settlements in B-Admin-Time. Create a group — 14 days free, no card required.