Settling a paid event that had partner workers
When you run settlement on an event where a partner organization provided paid workers, the settlement process automatically calculates what you owe that partner. This guide walks you through reviewing and approving collaboration payouts as part of event settlement.
Who can do this: Admin at the host organization (the org that owns the event)
Before you start
- The event must be in Completed status with attendance recorded.
- The collaboration must have been set up as Paid when you invited the partner.
- You need the
collaboration.settlepermission. This is available to Organization Admins by default.
Run settlement — collaboration payouts are included automatically
You do not need to do anything special to trigger collaboration payouts. They are computed as part of the standard event settlement.
- Navigate to Events and open the completed event.
- Click Settle (or navigate to the event's settlement view).
- Follow the standard settlement steps — select a template, enter stand data, and review the preview.
In the settlement preview, you will see a Collaboration Payouts section alongside the regular family distribution breakdown.
Review the collaboration payout
The Collaboration Payouts section shows one row per partner organization:
| Column | What it shows |
|---|---|
| Partner Organization | The name of the partner org. |
| Workers Attended | How many of their workers actually showed up (marked Attended). |
| Payout Amount | The calculated amount owed. See below for how this is calculated. |
| Payment Type | Lump Sum or Per-Worker Rate, as set when you created the invitation. |
| Status | Pending until you approve. |
How the payout amount is calculated
Lump sum: You agreed to pay a fixed amount when you created the collaboration invitation. That amount appears regardless of how many workers attended.
Per-worker rate: The payout is per-worker rate × number of workers who attended. If you invited the partner at $25 per worker and 8 of their workers attended, the payout is $200.
Review the worker count carefully before approving. If attendance has not been fully recorded for partner workers, the count — and therefore the payout — may be incomplete.
Approve and confirm payment
Once you are satisfied with the payout amounts:
- Click Commit Settlement to finalize the settlement (the same button as for a standard event).
- After settlement is committed, return to the Collaborations tab on the event.
- Find the collaboration and click Approve Payout.
- Once payment has been made outside StandShare (bank transfer, check, etc.), click Confirm Payment.
The collaboration settlement moves through these states:
Pending → Approved → Paid
After you confirm payment, ledger entries are created: a debit on your organization's ledger and a credit on the partner organization's ledger, both categorized as Collaboration Payout.
If there is a dispute about the payout amount, click Dispute instead of approving. A disputed payout blocks the event settlement from being fully finalized until the dispute is resolved. Contact the partner coordinator to work out the discrepancy, then resolve the dispute to proceed.
What the partner organization sees
The partner organization's admins can view the collaboration settlement details from their Active Collaborations list. They can see:
- The payout amount and how it was calculated
- The current status (Pending, Approved, or Paid)
- The ledger credit once payment is confirmed
The partner organization is responsible for distributing that payment internally to their families through their own settlement process.
Next Steps
- Settle Events — the full event settlement guide, covering family payouts and fund deductions.
- Understanding cross-tenant collaboration — how money flows between organizations in a paid collaboration.