Managing payment requests in Spond Club is straightforward and flexible. This section provides an overview of the tools and features available for tracking payments, creating copies, archiving old requests, and addressing any issues that arise. With clear notifications and detailed recipient lists, you can easily stay on top of your club's finances and ensure all payments are managed effectively.
When you click on a payment request, you will get an overview of the financial status, including how many have paid, the total amount paid, how many payments are overdue, etc. You will also see a pie chart showing the percentage of paid, Not paid, and overdue payments. Example image ↴
Create Copy / Archive
Create Copy / Archive
Click the three dots in the upper right corner to:
Create a Copy: Use this to create a new payment request with the same criteria. It will take you to the payment request setup page with many fields pre-filled.
Archive: Move past payment requests to the Archive to keep your list organised. Archived requests are stored separately and are not visible in the active list.
Payment Notifications
Payment Notifications
Below the status section and pie chart, you’ll receive notifications as they occur, such as:
Members who can be added to the payment request.
New charges for members already included in the request.
Payments where the due date has passed.
Members missing a payment contact.
Each notification has a button to manage the issue directly, like sending reminders for overdue payments.
Payment Details
Payment Details
The Payment Details section provides an overview of key information related to the payment request. This includes details that help you manage payments efficiently and communicate clearly with your members.
Type: Displays the type of payment request (e.g., one-time, installment).
Description: A space to include detailed information about what the payment is for, such as membership fees, training costs, or specific events. Providing a clear description helps avoid misunderstandings and ensures members know exactly what they’re paying for.
Account (Club Account): Shows the payout account where the collected payments will be deposited.
End Date and Payment Deadline: These fields show when the payment request will close and the deadline for payments.
Family Discount: Indicates if a family discount is activated. Family discounts allow clubs to offer reduced fees to families with multiple members.
Transaction Fee: Displays whether the transaction fee is included in the payment request or not.
Edit: In the upper right corner of the Payment Details box, you'll find the Edit button. Use this to make changes to the payment request, such as updating the payout account, modifying the end date, or adjusting the family discount.
NOTE: The payment type cannot be edited once the payment has been sent out.
Payment Segments
Payment Segments
Under Payment Segments, you'll find an overview of the segments you selected for the payment request. It shows how many members have received the payment request compared to the total number in each segment.
Recipients
Recipients
This section lists all members who have received the payment request. Use columns and filters to customise the information, including payment status, amount paid, and outstanding balances. You can also search for members to quickly find specific details.
Click on a column name to sort the data in descending order ▾; click again to switch to ascending order ▴.
Clicking on a member's name opens the payment details for that specific recipient, allowing you to view their payment status and take further actions.
Frequently Asked Questions
Where do the funds collected from a payment request go?
Where do the funds collected from a payment request go?
Funds collected from a payment request are deposited into the Club Account specified in the payment details. Ensure the correct account is set up before creating the request.
How do I set up family discounts in a payment request?
How do I set up family discounts in a payment request?
In the Payment Details section, there’s an option to activate a family discount. You can choose to set a maximum total price for families or apply a percentage discount starting with the second family member. Ensure all family members have the same payment contact for the discount to apply.
What happens to payment requests if the transaction fee is not included?
What happens to payment requests if the transaction fee is not included?
If the transaction fee is not included in the payment request, members will pay the amount specified, but the transaction fee will be deducted from the total before it is deposited into the club account.
Can I customise payment segments based on member type or group?
Can I customise payment segments based on member type or group?
Yes, under Payment Segments, you can choose to base the price on member type, group, or subgroup. This allows you to charge different fees based on the segment each member belongs to.
How can I view the payment status of individual members?
How can I view the payment status of individual members?
In the Recipients section, you can view a list of all members who have received the payment request. Use columns to customise the overview, showing payment status, amount paid, and any outstanding balances. Clicking on a member’s name will show detailed payment information for that recipient.
What do the 'End Date' and 'Payment Deadline' mean in the payment details?
What do the 'End Date' and 'Payment Deadline' mean in the payment details?
The End Date is the final date when new members can be added to the payment request. The Payment Deadline is the number of days members have to pay after the request is sent to them. Setting these dates helps you manage the payment collection process more efficiently.
How do I handle members in multiple segments?
How do I handle members in multiple segments?
If a member qualifies for multiple segments (e.g., they are in more than one group), they will receive a payment request for each segment unless you adjust the request before sending it out. You can exempt them from certain segments as needed.
Can I sort the list of recipients to see who has paid or has outstanding payments?
Can I sort the list of recipients to see who has paid or has outstanding payments?
Yes, in the Recipients section, you can sort the list by clicking on a column name. Click once to sort in descending order ▾, and click again to sort in ascending order ▴. Use this feature to quickly identify members with paid, unpaid, or overdue statuses.
Can I change the contact email during creation and afterward in a payment request?
Can I change the contact email during creation and afterward in a payment request?
No, this cannot be changed during creation or afterward. There is no field for this, as it is automatically linked to the administrator who creates the request. This is currently a deliberate design decision, not an error.Can I edit the payment type after the payment request has been sent out?Can I edit the payment type after the payment request has been sent out?Can I edit the payment type after the payment request has been sent out?Can I edit the payment type after the payment request has been sent out?
Can I edit the payment type after the payment request has been sent out?
Can I edit the payment type after the payment request has been sent out?
No, the payment type cannot be edited once the payment request has been sent out. Make sure to select the correct type before finalising the request.
What information should I include in the payment description?
What information should I include in the payment description?
The description should clearly state what the payment is for, such as membership fees, training costs, events, or specific activities. Providing detailed information helps members understand the purpose of the payment and avoid misunderstandings.