Payment requests

Ask a member, or a whole group, for a specific amount and track who has not paid.

Ad hoc payments let a member pay you when they choose to. Payment requests work the other way round: you ask a named member for a specific amount, they are told about it, and you can see at a glance who still owes you.

Use them for anything you would otherwise chase by message: away kit, a trip deposit, a tournament entry fee, a replacement membership card.

Raising a request

Go to Admin > Payments > Payment Requests and choose Request Payment. You need the Manage Payments permission.

Fill in:

• Recipients: one member, several members, or a group. Everyone you select gets their own separate request for the same amount.
• What is this for: a short description the member sees, for example "Away kit".
• Amount: what each member is being asked for. Every recipient is asked for this amount, it is not split between them.
• Note (optional): extra context shown to the member on the payment page and in their email.
• Due by (optional): the date you want the money by.

Choosing a group sends to whoever is in that group at the moment you press send. Changing the group afterwards does not change who was asked.

What the member sees

Each member gets:

• An email headed "Payment Requested", showing the amount, what it is for, your note and the due date, with a Pay Now button.
• A notification in ClubPal, on the bell and as a push notification if they have those switched on.

Both lead to a page showing the amount, what it is for and when it is due, with a button to pay by card. Members can only ever open their own request.

Payment requests are important enough that members cannot switch these notifications off. They will always be told when you ask them for money, and when you cancel a request.

Tracking what is outstanding

Admin > Payments > Payment Requests lists every request, with the total outstanding, how many requests are open and how many are overdue across the top.

Filter by:

• Outstanding: asked for, not yet paid.
• Overdue: outstanding and past the due date.
• Paid: settled.
• Cancelled: withdrawn by an admin.

A request that could not be emailed, because the member has no email address or has email switched off, is marked Not emailed. They will still have been told in ClubPal, but it is worth a word in person.

You can also see a single member's requests on their own record, under Admin > Members, on the Payments tab.

Chasing and cancelling

Each outstanding row has an Actions menu:

• Send Reminder emails and notifies the member again. You can send one reminder per request per day, and the list shows how many have been sent.
• Cancel Request withdraws it. You are asked for a reason, and the member is told the request no longer stands along with the reason you gave. Cancelling cannot be undone, so raise a new request if you change your mind.

Once a request is paid

The member gets a receipt in the usual way, and the request moves to Paid on your list. Opening the original link again shows them that it has been paid rather than asking a second time.

Refunding a payment does not change the request. The request records that you asked and that the member paid, which stays true. Handle the money side through Refunds in the usual way.

Things to know

• Requests are paid by card through ClubPal. There is no way to mark one as settled in cash, so if a member pays you another way, cancel the request with a reason saying so.
• A request is paid in full or not at all. Part payments are not supported.
• Reminders are sent by you, not automatically. Nothing chases a member on your behalf.
• Requests go to members, so the person you are asking needs a ClubPal account.
• Each request is one amount for one thing. For several items, either add them up into one request or raise one request each.