Capitan Release Notes - May 22, 2026

What's in this release

We've made some big improvements to roster and private event management in this release, along with a number of smaller changes.

Rosters

New Staff Site page: Rosters
New report: Roster Members
Roster Members report bulk action: set or remove membership end dates

Reports

"Fees Paid" and "Fees Due" columns in the Bookings report
Voucher columns in the Bookings report
"Linked Private Event" columns in the Bookings report
Custom customer fields available in the Customers export

Private events & bookings

Private events: Request Payment
Climber App: My Private Events and Past Private Events
Linked accounts can manage private events
Staff booking notification emails: customer and event links
Event Setup: retire a Draft event type directly
Check-In Details modal accessible from more places

Climber App & customer profiles

New Climber App section: Visit History
Customer Profile: Emails list
Document templates: Paragraph Input element
New relationship type: Legal Guardian / Legal Ward

Plus several fixes - see the end of this article.

Rosters

New Staff Site page: Rosters

The Scheduled Events sub-nav (under Events) has a new Rosters link at the end, after Event Type Waitlists. It opens a table of every roster across your active event types, with these columns:

Event Type
Roster
Location
Schedule(s) - one per line, showing only schedules that have not yet ended; each links to the schedule editor
# Members
View Members - opens the new Roster Members report, filtered to that roster
Edit Roster - opens the roster's edit page

New report: Roster Members

The Reports section has a new Roster Members report listing every customer on a rolling event's roster. Default columns include Participant Name, Event Type, Roster (with location), Membership Status, Age, and the number of check-ins in the selected date range.

Additional columns are available through Configure Columns and exports, including membership start date, next bill date, end date, and membership owner details.

Filters include Date Range (defaults to last 30 days), Event Type, Location, Roster, check-in count in the date range, and Membership Status.

When the Roster Members report is filtered for a particular roster, "Add To Roster" and "Invite To Roster" buttons are available for that roster. This can save time vs having to open a particular event for that roster in order to add new members.

Roster Members report bulk action: set or remove membership end dates

The Roster Members report supports bulk actions through a new checkbox column on the left side of the table, with the same select-all behavior as the Customers list. When at least one row is selected, a Bulk Actions button appears with two options:

Set Membership End Dates - opens a modal with a date input: "Starting on what date would you like the memberships to cancel?" The memberships will bill as usual before the chosen date; any membership that would bill on or after that date will end on its next bill date. This replaces any previously scheduled end dates for the affected memberships. An optional Notes field is also available; whatever you enter is saved to the activity log entry for each affected membership.
Remove Membership End Dates - clears any scheduled end dates from the selected memberships.

This is useful for ending a roster's memberships all at once, for example at the end of a youth program season.

Reports

"Fees Paid" and "Fees Due" columns in the Bookings report

The Bookings report has two new columns: Fees Paid and Fees Due. Both are available through Configure Columns and exports.

These make it easier to find events with an outstanding balance, particularly private events, where payment often happens after the booking is created.

Voucher columns in the Bookings report

The Bookings report has two new columns related to vouchers: # Of Vouchers Used and Amount Paid For Vouchers. The amount column is only nonzero when vouchers were purchased through the integrated POS or the Climber App. If a voucher pack with multiple vouchers was only partially used for a booking, the amount column shows the prorated value.

This makes it easier to account for voucher payments when working out the revenue from a specific event.

"Linked Private Event" columns in the Bookings report

The Bookings report has two more new columns: Linked Private Event ID and Linked Private Event Name. They populate for private event request bookings, showing which private event was eventually created from the request, and make it easier to trace a private event request through to the resulting event.

Custom customer fields available in the Customers export

The Customers export modal now includes your organization's custom customer fields. The columns list is grouped under two bold headers: General (the standard columns) and Custom Fields (your custom customer fields). This is the same layout used by the Export Event Attendees modal.

This is useful for any organization that uses custom customer fields to track information that didn't have its own column before, such as emergency contact details or shirt sizes.

Private events & bookings

Private events: Request Payment

The Private Event Edit Payment screen in the Staff Site has a new Request Payment button next to Pay Now. Use it when you want to invoice the booking customer or another recipient for a private event balance, rather than taking payment at the front desk.

Selecting Request Payment opens a modal that prompts for the payment amount (full or partial), and then opens a second modal with:

A confirmation of the amount: Full Payment ($X) or Partial Payment ($X).
A Recipient dropdown with two options: Booking Customer Email (with the email shown) or Other Email Address. If Other Email Address is chosen, a second email input appears.
An optional Custom Note field, with a Preview Email button so you can see how the email will read before sending.

Once submitted, the recipient receives an email titled "Payment Requested for [Event Type] - [Organization]" containing the requested amount, the event details, your custom note (if any), and a Make Payment button that opens a Climber App payment page. The customer does not need to be logged in to make the payment; the saved payment methods available on the payment page are the booking customer's.

A few other details:

While a payment is pending for a private event, the Pay Now and Request Payment buttons are disabled with hover text directing staff to cancel the existing request first.
The pending requested payment appears at the bottom of the Payment history list, with Cancel and Resend Email buttons. Resend Email reuses the existing request rather than creating a new one.
The Climber App Manage Private Event page has a new Fees section listing total fees, amount paid to date, amount refunded to date (if nonzero), and outstanding balance. If a payment has been requested, it also shows the requested amount, the date it was requested, and a Pay Now button.

This is useful for collecting deposits or final payment on private events without requiring the booking customer to be physically present.

Climber App: My Private Events and Past Private Events

The Climber App has two new sections for private events booked by the logged-in customer:

My Private Events - shown on both the homepage and the Bookings page, just above My Upcoming Bookings. It lists all non-cancelled private events the customer booked with last end dates in the future. It also always includes any private events booked by the customer that are not yet fully paid (regardless of date), so an outstanding balance is never hidden.
Past Private Events - shown on the Bookings page, just above My Past Bookings. It lists past private events booked by the customer that aren't in My Private Events.

Each new section is only displayed when it has at least one event to show. Private events booked by the logged-in customer no longer appear in My Upcoming Bookings, Booked For Others By Me, or My Past Bookings. Private events where the customer is a participant but not the booking customer continue to appear in those sections as they do today.

This is useful for the parent organizing a birthday party or the manager coordinating a corporate team-building event: they can find and manage the event in the Climber App even when they aren't a participant themselves.

Linked accounts can manage private events

In the Climber App, customers who are linked to the booking customer are now treated the same as the booking customer for private events. They see the booking customer's private events in their My Private Events and Past Private Events sections, and they can access the Manage Private Event page and pay any remaining balance.

This is useful when, for example, a parent linked to their child's account wants to manage a private event booked under the child's account.

Staff booking notification emails: customer and event links

The notification emails that go to staff when a booking is created now include the booking customer's name (linked to their Staff Site profile) and a link to the event's Staff Site details page. This applies to both the deposit / fully paid notification email and the new private event booking created email introduced last release.

This makes it faster to jump from the email straight to the customer or event in question, rather than searching for them in the Staff Site.

Event Setup: retire a Draft event type directly

In Event Setup → Event Types, the Manage menu on a Draft event type has a new Retire option (displayed in red, the same as for Active event types). The confirmation reads: "Are you sure you want to retire this event type? Once retired the event type may not be reverted to Active or Draft."

This saves a step when cleaning up a draft event type that was never published.

The Check-In Details modal can now be opened from additional places in the Staff Site:

A Details button has been added to each row in the Check-In History report.
A Details button has been added to each row on the Check-In page, across the In Facility, Recent Check-Ins, and Recent Check-Outs views.

Climber App & customer profiles

New Climber App section: Visit History

The Climber App has a new Visit History section that lets your customers view and export their own check-in history. This is useful for customers who track their training, and for those who need to submit visit logs for workplace wellness incentive programs.

The section is gated by a new setting in Organization Settings → Climber App Settings, at the end of that section: Allow customers to view and export their check-in history in the Climber App. The setting is off by default for existing organizations, so if you want to enable Visit History for your members, you'll need to turn it on. New organizations have it on by default.

When enabled, your customers see:

A new Visit History link in the Climber App navigation, just below Redeem a Code.
A new Visit History card at the bottom of the Climber App homepage showing the total number of visits, with a View History button.
The Visit History page itself, which shows a summary card with the total number of visits (broken out by location for multi-location organizations) and a list of every check-in date and time, most recent first. An Export Visits button downloads a CSV with Date, Time, and Location columns covering the customer's full check-in history.

Customer Profile: Emails list

The Staff Site Customer Profile has a new Emails sub-list, similar in look and feel to the Activity Log. It records the emails Capitan has sent to the customer, with columns for timestamp, recipient, and subject. A filter box lets you search by subject, and clicking a row opens a modal that shows the full HTML email body.

This is useful for confirming exactly what a customer has been sent - for example, when a customer says they didn't receive a payment receipt or waitlist confirmation. Note that only emails sent on or after this release date are recorded; older emails are not retroactively populated.

Document templates: Paragraph Input element

The document template editor has a new Paragraph Input element, listed just below Short Text Input in the elements sidebar. It behaves like Short Text Input but renders as a multi-line text area without a length limit.

This is useful for documents like belay tests, where customers were occasionally running out of space in a single-line input.

New relationship type: Legal Guardian / Legal Ward

The account linking configuration has a new relationship option, Legal Guardian / Legal Ward, listed above the existing Guardian / Ward. Existing organizations are not affected; the new option is available to enable but is not turned on automatically, and the existing Guardian / Ward option stays as-is. New organizations have Legal Guardian / Legal Ward enabled and Guardian / Ward disabled by default.

This lets organizations capture the legally relevant relationship type when that distinction matters.

Fixes

Booking line items now receive their configured deposit amount again. A regression had caused the deposit amount configured on an event's pricing matrix to be lost when the booking invoice was created, so customers were being asked to pay the full amount at booking time instead of just the deposit. This was rolled out as a hotfix.
Cancelling a membership with a future start date now refunds the correct amount. Previously, using Cancel (Immediately) → Refund prorated credit on the Customer Profile Memberships & Passes list for a membership with a future start date was producing a credit greater than what was actually paid. The full billed amount is now refunded in this case. This is particularly relevant for organizations running presales.
Waitlist invites no longer hit a capacity error in the Climber App. When staff invited a customer off the waitlist into a full event, the customer was seeing "This event is full. Please select another time slot." when trying to complete the booking, even though the Staff Site indicated the invitation would bypass capacity. Capacity is now correctly bypassed when a customer completes a booking from a pending waitlist invite.
"Combine same-day customer check-ins?" only combines check-ins at the same location. This setting is configured per location, but it had been combining check-ins across different locations on the same day. It now applies only within the location on which it is enabled.
Removed proficiencies no longer trigger expiration alerts. A proficiency that had been manually removed from a customer could still fire an expiration alert. Removed proficiencies are now excluded from this logic.
Check-In Counts report has a chart legend. The bar chart now has a legend explaining what each color represents, matching the legend on the Total Revenue Report.
MX Merchant Staff Site payment errors are now shown to staff. When an MX Merchant payment failed on the Staff Site (most commonly during a private event payment), the error message wasn't being surfaced, which left staff unsure whether the payment had gone through. The error is now displayed.
Lightspeed inventory updates correctly for line items added to a sale. Per Lightspeed's guidance, sales sent to Lightspeed now use the "parked" state so that line items added in Capitan correctly trigger Lightspeed's inventory updates.
Climber App correctly shows "Booking closed" on the Event Type Details page. Events in the Upcoming Events list on a Climber App Event Type Details page now display "Booking closed" (and hide the Book button) when their booking window has closed, matching the behavior in the main events list.
Upfront payment discount percentages display cleanly in the Climber App. Discounts are now rounded to the nearest 0.01% for display, so percentages show as clean numbers rather than long decimals.
Gift card "Redeemed" language replaced with the remaining balance. In the Gift Log, gift card gifts no longer show "Redeemed" (which had been confusing - it referred to whether the gift had been claimed, not whether the gift card balance had been spent). Instead, the status column now shows the remaining balance on the gift card, pulled live from Lightspeed. A new "Depleted" status appears once the balance reaches zero. The Climber App Redeem a Code page also now shows the remaining balance when a gift card code is entered. This applies to organizations using Lightspeed.
Favorite Reports no longer overwrite each other across browser tabs. Opening the Reports list or the Manage Favorite Reports modal now reloads your favorites from the server, so changes made in one tab are not silently overwritten by stale data from another tab.