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Clubs: Managing membership fees collected/covered by your club (Offline Payments & Payment Groups)

Updated

A payment group is an offline payment tracker that allows clubs to track membership fees owing to your provincial and national membership organization.

 

Payment Groups Overview

A payment group is an offline payment tracker that allows clubs to track membership fees owing to the National Membership Organization and the Provincial Membership Organization. Registrants needing to pay via a payment groups simply complete their registration online (select the payment group option at the payment method selector step) and the club collects all fees owing outside of the system by cash, cheque, or EFT.

How does it work?

A payment group acts as an open invoice between the club and the branch. When registering for their membership, people affiliated with --CLUB NAME-- will be able to add the membership fees onto the open invoice instead of having to pay online directly.
For added security, we can implement a passphrase to authenticate this payment method, so only pre-approved member can select that option.
This payment method option is seamlessly integrated into the membership registration process, allowing registrants to opt for one of two choices:
  • I will pay online
  • I wish to invoice the following club for my membership fees (I will arrange to pay the club directly or my club is covering my fees): --CLUB NAME--

At the end of the season (or at the provincial organization convenience), the club gets an invoice with the list of members who added their membership fees to the club invoice. Then, the club pays the provincial and/or national organization, once payment is received, the provincial and/or national organization validates the payment group payment, and the receipt is issued by the system directly.

Notes

  • Setup fees may apply for the use of a payment group (please contact your Provincial Membership Organization for information applicable to your club)
  • Clubs are entitled to a maximum of one (1) payment group per season
  • Payment groups only track membership fees owing to the National Membership Organization and the Provincial Membership Organization 
  • When registering for a club that has an active payment group, participants will encounter a payment method selector. This allows them to choose between paying with a credit card or utilizing the offline payment option (payment group). It is important for clubs to effectively communicate this choice to registrants.

Frequently Asked Questions

How does a club set up a payment group? Payment groups are set up by the Interpodia Support Team. Please contact them directly for more information on how to get that ready for your club.

Where does a club access their payment group? Clubs can access their payment group information (and associated invoices, reports, ect..) in the PAYMENT GROUPS menu (main menu on the left side of the dashboard)

Can a club limit who can select the offline payment method (payment group) option during the membership registration process? Yes, a passphrase can be configured in the PAYMENT GROUPS menu (main menu on the left side of the dashboard)

Is there a cost to use a payment group? That varies based on the agreement between your Provincial Membership Organization/National Membership Organization and Interpodia, please reach out to your Provincial Membership Organization for more information.

Payment Groups Business Cases

Operational Need Suggested Configuration
Club would like to pay the National Membership Organization/Provincial Membership Organization membership fees on behalf of select member groups (ex: coaches or officials) Create a dedicated registration category for those select member groups and request the payment group option to be presented for those membership options specifically.
Club would like to offer both credit card payments and offline payments for a single program.

Since club level fees cannot be tracked in a payment group, clubs offering both credit cart payments and offline payment for a single program can: 

  • Request a payment group option to be created for all membership options, and setup a payment group passphrase for pre-approval to manage collecting the Provincial Membership Organization/National Membership Organization membership fees offline
  • Create a registration category coupon code to manage collecting the club fees offline

Invoicing

  • A club is invoiced by their Provincial Membership Organization and National Membership Organization for the membership fees owing in the payment group. Clubs must pay their Provincial Membership Organization/National Membership Organization outside of the system
  • The Provincial Membership Organization and/or National Membership Organization are responsible for validating all payment groups at the end of the season. Once the payment group has been validated by the Provincial Membership Organization/National Membership Organization, the Provincial Membership Organization and the National Membership Organization are invoiced by Interpodia for the offline registration fees owing.

How to complete/record offline payments received for payment groups?

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