Manage course payments, AI balance and usage

Platform owners and admins can use Payments to reconcile course orders and AI
usage. Its section navigation separates the overview, customer orders, AI balance and usage,
and Stripe provider events so unrelated controls are not shown in one long page.

Payments during early access

Registration and commercial activation are separate decisions. New checkout, seller
onboarding, transfers, payouts and personal top-ups remain closed until their
respective approvals and readiness checks pass, whether registration is public or
invitation-only. Eligible accounts can acquire approved free courses;
the Platform owner may grant documented learner or Instructor testing balance without
a payment. Existing and test-mode orders and payment records remain available for
reconciliation.

IE, ES, US and AU each need reviewed commercial approval for the exact
operator and policy versions before paid courses open in that market. UK commerce
remains closed. A pending Australian seller route does not revoke existing-market approvals. People aged 16–17 need an
active guardian authorisation specifically for purchasing and cannot author, sell
or hold finance/organisation-administrator permissions. Top-ups remain separately
gated even after course-commerce approval.

When public registration is enabled, eligible people in the supported countries can
create a personal account without a beta invitation. Under the invitation-only staged
policy, protected access requires a current personal invitation, including for existing
accounts. Both policies retain age, residence and capability checks. Payments,
assignments and audited credit adjustments do not create an account or bypass admission,
suspension, membership or entitlement checks. Reconcile orders, confirmations, refunds
and failures using the usual operations below.

Review operations

Open Platform Admin → Payments to review:

• recent personal course, Organisation seat, and personal top-up orders;

• completed and pending totals;

• failed Stripe webhook events;

• open reservations against the euro AI balance; and

• recent payment-event identifiers for provider reconciliation.

Use Overview for status totals, Orders for purchase records and order review,
AI balance and usage for usage pricing and support adjustments, and Provider events
for Stripe webhook delivery.

Run course campaigns

Open Platform Admin → Campaigns to create a public sale or coupon. Campaigns use
5% discount increments, last no more than 31 days and can target all eligible courses
or an explicit selection. Optional market, currency, learner-account and redemption
limits narrow eligibility. Review included and excluded courses and the price and
earnings impact before activation. Deactivation requires a reason and remains in the
audit history. Coupon codes stay masked in normal administration views.

Configure AI balance and usage in euros

AI balance and usage → Rates and limits is the operational source of truth for new AI
requests. The first release uses euro-denominated balances. It controls:

• the reviewed USD-to-EUR exchange rate and usage-price multiplier;

• the monthly Instructor workspace balance, used by AI interactions in Test
  mode and the workspace assistant;

• exact provider model and search prices;

• the maximum size and cleanup timeout of a request reservation; and

• provider-cost estimates used in the Platform Admin report.

If euro balance settings are not configured in an environment, rate, top-up and account
adjustment controls remain unavailable.

Enter a reason before saving. Each change receives a new rate version and is written
to the Platform audit log. Edge functions refresh these settings within about one
minute. Environment values remain fail-safe defaults if the settings table is
temporarily unavailable.

The save is protected against another administrator changing the rates while your
form is open. If the active version changed, refresh the page, compare the latest
values, and submit the change again rather than overwriting the newer decision.

The AI balance bundled with a paid course is not global. Configure that value
inside the course workspace under Settings → Commerce. Each Organisation assignment
still receives its own balance; it does not draw from a shared organization pot.

Use Stripe Dashboard for payment-method, receipt, dispute, and refund operations.
Never grant purchased access from a pending Checkout Session.

Create an AI balance adjustment

Only the Platform owner can grant manual AI funding. Delegated admins can continue
their usual account administration, but must ask the owner for a documented
AI balance adjustment. This restriction applies in both Accounts and Payments.

1. Find the account under Platform Admin → Accounts. Select Adjust AI balance
   to open the focused account adjustment. The dialog keeps the person's name, email,
   and account state visible; global pricing and payment controls remain in
   Platform Admin → Payments. Use Copy ID only when recording the support case
   elsewhere.

2. Choose Personal shared or Instructor workspace.

3. Enter a positive amount in the unit shown by the active balance model and a
   specific reason.

4. Select Create adjustment.

The adjustment creates a new immutable grant and a Platform audit event. It does not
rewrite prior usage. Negative adjustments and course-specific support grants are not
enabled in this first release. Personal top-ups require separate commercial approval;
use an adjustment only for documented testing, a correction or a support case.

If the response is interrupted after you select Create adjustment, keep the same
values and try again. The page reuses the pending request identifier so an uncertain
response cannot create a second grant. Changing the user, amount, scope, or reason
starts a new adjustment request.

The balance grant or rate change and its Platform audit event are one transaction: neither is
kept when the other cannot be recorded. If a response is interrupted, retry the same
unchanged request from the page. The retained request identifier confirms the existing
result without duplicating it; reusing that identifier with different values is
rejected.

Reconcile unusual activity

Compare the payment order, webhook event, access record, grant, and usage reservation.
Escalate a completed payment with no matching access, a failed webhook, or a
reservation that remains open beyond the configured cleanup window.

Read Review a purchase refund for
the supported order-review and refund workflow.

Keep AI balance separate from payments

The monthly Instructor workspace balance funds previews and assistant activity.
It does not change the balance included with a learner licence. An AI balance adjustment
records a monetary usage budget for AI; it does not initiate a card payment or a bank
transfer. Keep payment reconciliation and AI-credit support records distinct.