Managing payment requests in Spond Club is simple and flexible. This help article provides an introduction to the different menus within a payment request, as well as an overview of how to efficiently manage payments. You will learn how to track payments, create copies, archive old requests, and handle any issues that may arise. With clear notifications and detailed recipient lists, you can easily keep track of your club’s finances and ensure that all payments are handled in a structured and organised manner.
Once you have clicked into a payment request, you will get an overview of the financial status. You will see how many have paid, the total amount paid, how many payments are overdue, and more.
You will also find a pie chart showing the percentage of payments that are completed, unpaid, overdue, and failed. Example image ↴
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
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
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. When you click the “Edit” button, you can make changes to the payment request, such as which account the payments should go to, whether the transaction fee for this payment request should be included in the price or added to the price, the end date, family discount, and more.
⚠️ NOTE: The payment type cannot be edited once the payment has been sent out.
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
This section lists all members who have received the payment request. By using columns, you can also view statuses such as whether the request has been paid, the amount paid, whether the payment has failed, and any outstanding balance, among other details. Use columns and filters to customise the overview to your preference. You can also search for members.
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.
How can I get an overview of who has not paid payment requests in Spond Club?
How can I get an overview of who has not paid payment requests in Spond Club?
There is currently no overall overview of unpaid payments at the club level in Spond Club. To see who has not paid, you need to check each individual payment request. There, you can use filters to get a better overview.
Alternatively, you can check the payment status per member in the member list.