The web-based portions of the Muscleware system include several modules, including Athlete Registrations, Ticket Sales, Sponsorship Applications (including the Sponsor Email Advertising Offering), International Athlete Invitations, NPC Worldwide Competitor Certificates, and of course the Muscleware Promoter's Portal.

For the modules that accept payments online (Athlete Registrations & Ticket Sales), funds are deposited directly into Promoter accounts. Muscleware does not collect payments; the system simply facilitates payments into promoter accounts and records all transaction details for the purposes of providing the documents, reports and software tools of Muscleware.

Muscleware currently supports three payment systems, PayPal, Square and Manual / External Payments.


In order for Muscleware to use your PayPal account for payment processing, all you need to provide is your PayPal account email address (the email address you use to log in to PayPal). PayPal allows third party software systems, such as Muscleware, to integrate PayPal functionality using nothing more than the email address of the PayPal account.

With PayPal, you can accept payments from Athletes and Ticket Purchasers in various forms, including Credit Cards, Bank Accounts and their own PayPal account balances.

How to Issue Refunds to Athletes/Ticket Holders

Note: You do not need to notify Muscleware of refunds; PayPal will update the Muscleware database automatically.

The only exception to this would be partial refunds, for instance, where an Athlete has registered for more than one class in a single transaction, and is requesting to be refunded for some, but not all, of those classes. In this case, please keep a log of your refunds. Send your log to Muscleware when we close online registrations so we can update the database prior to generating all of your documents.

Blocking "eChecks"

PayPal provides the ability for buyers to pay with "eChecks" - meaning that these funds are loaded from their personal bank accounts. Often, there are lengthy delays for the money to appear in your PayPal account (as many as 6-8 business days!). Within Muscleware, these transactions are marked as "Pending" until they properly clear into your account, at which time they are finally marked as "Completed". This PayPal feature can be frustrating for promoters, especially as the date of the show approaches.

Thankfully, you can block "eCheck payments" in your PayPal settings. This will ensure clients only pay via 'immediate' credit card or PayPal account fund transactions.

How to Disable "eChecks"
  • Log in to your PayPal account
  • Click on the "Gear"/Settings icon
  • Click "Account Settings"
  • Click "Payment Preferences"
  • Beside "Block Payments", click "Update"
  • Under "Block the following payments", ensure the "Pay with eCheck transfer for all website payments except eBay" is checked ON


In order for Muscleware to use your Square Payments account for payment processing, Muscleware needs to be configured as an "Application" in your Square Account:

Step 1: Set up Square Payments API Access
  • Go to
  • Click "Developer Dashboard"
  • Log in to Square
  • Click "New Application"
  • Set Application Name "Muscleware"
  • Click "Create Application"
  • In the lower left, Ensure the "Sandbox Settings" switch is flipped so that "Production Settings" is ON
  • Under "API Version", Ensure the version is "2020-01-22". If not:
    • Click "Change Version"
    • Set API Version to "2020-01-22"
    • Click "Confirm"
    • Click "Save"

Step 2: Information to Send to Muscleware
  • "Application ID"
  • "Personal Access Token"
    • Within "Personal Access Token", click "Show"
  • "Location ID"
    • In the left sidebar, click "Locations"
    • "Location ID"

Additional Notes

Square accounts can only utilize one currency. This is a limitation of Square. If you need to accept multiple currencies (for instance, for shows in different countries), you will need to create a Square account for each currency (an account for each of USD, CAD, EUR, etc.).

How to Issue Refunds to Athletes/Ticket Holders

Note: The Square Payments integration has no ongoing "web hook" with the transaction, so once it's completed, Square doesn't report future transaction changes. So, if you issue refunds via Square Payments, you must set the transaction(s) to "REFUNDED" in the Muscleware Promoter's Portal.

To do so, simply find the transaction(s) in the "Registrations" or "Tickets" tab of the Portal and click the    (Set as Refunded) button.

External Payments

In addition to the "automated" payment processing offered by the PayPal / Square integrations, Muscleware recognizes that some Promoters still need / wish accept "External" forms of payment (outside of Muscleware), such as eTransfers (a Canadian way to send money via email), cash, checks, etc.

To provide a facility to accept payments of *any* type, Muscleware offers the "External Payments" option. With "External Payments" enabled, Promoters may accept payment however they wish, with the the caveat that the payment occurs outside of what Muscleware can track, and Muscleware won't have a "connection" to the transaction; In other words, automatic payment confirmations and cross-referencing are not possible.

This doesn't change the Athlete or Ticket Purchaser's experience drastically; Rather than being forwarded to PayPal or Square to make payment after filling out the registration / ticket purchase form, the Athlete / Ticket Purchaser is presented with a total price and payment instructions. (The instructions are provided to Muscleware by the Promoter ahead of time).

When Athletes/Ticket Purchasers complete payment per the instructions, Promoters must confirm receipt of payment by logging in to the Muscleware Promoter's Portal and clicking a checkbox beside the given transaction (this is the "Manual" process). Once checked, Muscleware knows that the transaction has been paid, and the Athlete/Ticket Purchaser is sent their confirmation email (the same confirmation email they would otherwise receive automatically when PayPal or Square processes the payment).

Note: The "External Payments" option can be used alone, or in addition to PayPal or Square payment options. If both are used, The Athlete / Ticket Purchaser may decide whether to use PayPal/Square or the "External" options made available by the Promoter.


To enable "External Payments", simply advise Muscleware and provide the instructions to present to the Athlete / Ticket Purchaser.

Note: Unsurprisingly, the "External Payments" option has no ongoing "web hook" with the transaction, as the process happens outside of the Muscleware system. So, if you issue refunds via "External" payment types, you must set the transaction(s) to "REFUNDED" in the Muscleware Promoter's Portal.

To do so, simply find the transaction(s) in the "Registrations" or "Tickets" tab of the Portal and click the    (Set as Refunded) button.

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