To create a payment request, go to Finance → Payment Requests and click on Add Payment Request in the top-right corner.
At the top of the page, you will find two tabs: Payment Details and Payment Segments. In this article, we will walk you through the different options and features available in these tabs.
Payment details
Club Account
The Club Account is where collected funds will be paid out. If no account is set up yet, go to Club Settings → Club Accounts to set it up before creating a payment request.
Payment Type
Specify whether the payment request should be a one-time payment, an instalment, or flexible (allowing recipients to choose to pay in full or with equal monthly instalments). You can read more about the payment types here.
Payment Deadline and End Date
Payment Deadline: Set the number of days members have to pay from when the request is sent. Members added later will still have the same number of days.
End Date: This is when you stop adding new members to the request. Set it to the last day of the year or season.
Family Discount
You have two different discount structures available in the dropdown menu under Family discount, either based on a Percentage or a Max. total. This must be activated for members to receive a family discount:
Percentage: Apply a discount starting with the second family member if they all pay together.
Maximum Total Price: Set a cap on the total amount a family will pay, no matter how many members.
⚠️ NOTE! The discount does not apply to individual payments during registration. All members must have the same payment contact and pay collectively for the discount to be valid.In Spond, we consider all members with the same payment contact as a family. This means you can send the payment request to family members along with other members, but the discount will only apply to the payment contact responsible for multiple members. You can still set different prices for family members based on their group affiliation or membership type, even if they are included in the same payment request.
If the discount only applies to training fees or membership fees, you cannot send these two products simultaneously, as the discount will be applied to all items in the request. Additionally, if you have different discount types for these two products, they cannot be sent in the same payment request.
Payment Segments
In Payment Segments, you choose to base the price on either: membership type, groups, or subgroups. The price you enter for a segment will be the amount members who “match” that segment will be asked to pay.
Typically, training fees are sent based on groups, while membership fees are sent based on membership type, but this is entirely up to the club/organisation. You can select all membership types or groups at once and still assign them different prices.
How to Add a Segment
How to Add a Segment
Click on Add Payment Segments
Choose one of the options: member type, group, or subgroup.
Tick the member types, groups, or subgroups you want to send payment to
Under Product, write what the invoice is for, e.g., membership fee
Under Price, enter the price that members should pay (all who match this segment will pay the same price)
If desired, you can click on “Add additional product” to add more products, which can be set as either mandatory or optional
Finish by clicking Create – the payment will not yet be sent out.
In the next section, “Sending Out the Payment” you can learn how to select which members to send the requests to, based on the segments you have chosen.
⚠️ NOTE!
When sending payments based on a group or subgroup, group administrators will not receive the payment request unless they are also added as members of the group.
If you wish to send training fees and membership fees in the same payment, you must go to the top right corner and add them again. Using only the “Add additional product” option will not allow you to exempt a member from just the membership fee or the training fee.
Sending Out the Payment
In the next step, you can select which members you want to send the payment requests to, based on the segments you chose in the previous step. You will find all members eligible for this payment (based on the payment segment) by clicking “process” at the top of the page.
This will display a list of all recipients. Here, you can use the filtering function to identify those who require adjustments or search by name. Note: Adjustments will not be saved, so make sure to complete this in the same operation as sending the payment.
If a member is eligible for multiple segments, for example by being part of multiple groups, they will receive a payment request for each group unless you adjust the request before sending it out.
When you have identified the members you want to adjust, you can either change the date, adjust the price, or exempt them. You can exempt those who are part of multiple groups if they only need to pay for one of them. To exempt, uncheck the box next to the product.
⚠️ NOTE! Once a payment has been sent, it cannot be deleted but can only be exempted if the member should no longer pay. This can only be done for one member at a time.
After making individual adjustments, you can select all the members you want to send the payment to and click “Send.” If there are members on the list you do not wish to invoice, simply leave their name unchecked, and they will not receive the payment request.
Members using the app will receive the payment directly in the app. Those who do not use the app will receive it via email. If you want members to receive the payment in the app, they must also be added to a group. Otherwise, they will receive the payment request via email.
Frequently Asked Questions
How do I apply a family discount to a payment request?
How do I apply a family discount to a payment request?
In the payment request setup, select Family Discount and choose the discount type: either a Maximum Total Price or a Percentage discount. Ensure all family members share the same payment contact.
What happens if a member qualifies for multiple segments?
What happens if a member qualifies for multiple segments?
If a member qualifies for multiple segments, they will receive payment requests for each one. You can adjust or exempt the member from segments before sending the payment.
Can I delete a payment request?
Can I delete a payment request?
No, payment requests cannot be deleted once sent. You can only exempt individual members if they should not pay.
Can I include both training fees and membership fees in a single payment request?
Can I include both training fees and membership fees in a single payment request?
Yes, but it's best to create separate payment requests for training fees and membership fees to allow flexibility in exempting members from one or the other. Using Add Additional Product in a single payment request will not let you exempt members from only one of the fees.
How do I handle payment requests for group administrators?
How do I handle payment requests for group administrators?
Group administrators won't receive payment requests unless they are also added as members of the group or subgroup. Make sure to include them in the group if they need to be charged.
What happens if I select the flexible payment option for a request?
What happens if I select the flexible payment option for a request?
The flexible payment option allows members to choose to pay the full amount upfront or in equal monthly installments. You can set this option during the payment request setup.
Can I add new members to an ongoing payment request?
Can I add new members to an ongoing payment request?
Yes, you can add new members to an existing payment request. They will have the same number of days to pay based on the Payment Deadline you originally set.
Is it possible to change the payment deadline after sending the request?
Is it possible to change the payment deadline after sending the request?
No, once the payment request has been sent out, the payment deadline cannot be changed. Ensure you set the appropriate deadline during the setup process.
Can I change the contact email when creating and afterward in a payment request?
Can I change the contact email when creating and afterward in a payment request?
No, the contact email cannot be changed once the payment request is created. Make sure to set the correct contact information before sending the request.
Can I edit a payment request after it's sent out?
Can I edit a payment request after it's sent out?
No, after sending the payment request, you cannot edit it. However, you can exempt specific members from paying if needed.