When your club switches bank or gets a new account number to replace the one currently in use under the Club Accounts payment method in Spond Club, there are several things to consider and a few steps to complete.
Start by checking whether the Club Account is actively used for instalment payments, subscription payments, or registration forms with a subscription.
⚠️ NOTE! Make all necessary changes under Settings → Finance → Club Accounts first. Do not make changes directly on individual payment requests or registration forms.
Find the right approach based on which type of account applies.
Club Account used in a payment request with active instalments, or in a registration form with a subscription
Do not change which Club Account is used in active payment requests or registration forms. Doing so ends all ongoing payment demands (instalments and subscriptions), and they cannot be reactivated.
If you switch to a new Club Account on a payment with instalments or a subscription, you need to create a new payment request or registration form and add all members again. This creates extra work for the club.
How to change the account number and keep instalments and subscriptions running
How to change the account number and keep instalments and subscriptions running
Contact Spond Support. We update the account number for you directly in our payment platform, Stripe. Let us know which account needs to be changed (linking to it in your message helps) and what the new account number is.
We update the settings so payments are transferred to the new account. The existing Club Account in Spond Club is renamed to reflect the change. Treat that account as inactive going forward. Only use it for ongoing payment requests or registration forms until all payment demands are completed.
Create a new Club Account with the new account number.
Copy your active payment requests and any registration forms in use, and link them to the new Club Account. Use the new requests and forms for all new members. Do not add new members to the old payment requests or registration forms.
Open the old payment requests and exempt everyone who has not yet started.
In the settlement reports for this account, all previous reports now show the new account number. Which account was the original is indicated in the title of the old Club Account. Club administrators should be aware of this and may want to inform their accountant. This is another reason to move as many members as possible to the new, active payment request.
Club Account used for subscription payments
If the account is only used for standard payment requests and subscription payments, Spond Support can update the account number on the relevant Club Account.
The money goes to the new account, but Spond Club still shows the old account number.
This can be a good temporary solution. For example, you may choose to end the existing subscription payment at the semester changeover (such as 1 January or 1 July) and then create a new subscription payment linked to the new account number. The correct account number then appears in Spond Club.
How to handle subscription payments
How to handle subscription payments
Contact Spond Support. We update the account number for you directly in our payment platform, Stripe. Let us know which account needs to be changed (linking to it in your message helps) and what the new account number is.
We update the settings so payments are transferred to the new account. The existing Club Account in Spond Club is renamed to reflect the change. Treat that account as inactive going forward. Only use it for ongoing payment requests or registration forms until all payment demands are completed.
Create a new Club Account with the new account number. Optional: do this later when it suits you better.
End the ongoing subscription payment listed under the old account number when it is practical to do so.
Copy the existing subscription payment and link it to the new Club Account. All members receive a new payment request, and the subscription becomes active again from the day they manually pay the first demand.
If your club has active payment requests without instalments, you can either create a new request linked to the new Club Account, or change the account directly on the existing payment request.
If you choose the latter, exempt everyone who has not yet paid, then reactivate them to send payment demands that go to the new Club Account.
The date of the change is indicated in the title of the old, inactive Club Account. Club administrators should be aware of this and may want to inform their accountant.
We recommend creating new payment requests and moving as many members as possible to the new, active one.
Club Account not used for payment requests with active instalments or subscriptions, or registration forms with a subscription
If the account has not been used for ongoing instalments or subscriptions, or in a registration form with a subscription, we recommend that you do not delete it.
Instead, rename the Club Account so it is clear that it is no longer in use.
The reason for this is that your club keeps all settlement reports linked to that account.
Accounts set up in groups in the Spond app
We recommend that your club sets up all bank accounts in Spond Club as separate Club Accounts and shares them with individual groups. At the same time, enable the "Do not allow private accounts" setting under Settings and Group Settings. This prevents group administrators from setting up accounts in the app. Your club then has full control over all accounts, and all history appears in the settlement reports in Spond Club.
If you choose to keep payment methods in the app for group administrators, each administrator either contacts Spond Support to change this or creates a new payment method with the new bank account. For the payment method to be visible in Spond Club, the account must be registered as an organisation account, not a private account.
Frequently asked questions
What happens if we switch Club Account on a payment request that is already active?
What happens if we switch Club Account on a payment request that is already active?
All ongoing payment demands are ended, both instalments and subscriptions, and they cannot be reactivated. You would need to create a new payment request and add all members again. Contact Spond Support instead and we will update the account number without stopping the payment demands.
Should we delete the old Club Account?
Should we delete the old Club Account?
No, rename it instead to show it is no longer in use. Your club keeps all settlement reports linked to that account.
Why does Spond Club still show the old account number?
Why does Spond Club still show the old account number?
This is expected when Spond Support has updated the account number on an existing Club Account. The money goes to the new account, even though the display has not been updated.
What does our accountant need to know?
What does our accountant need to know?
That previous settlement reports for the account now show the new account number. Which account was the original is indicated in the title of the old Club Account.
Why is the bank account from the app not visible in Spond Club?
Why is the bank account from the app not visible in Spond Club?
The account must be registered as an organisation account, not a private account.