Online Payments

Clubs may choose to accept subscription payments online via PayPal. This can be very convenient for both the club administrators and its members.

Enabling Online Payments through PayPal
Adding Surcharges to Subscription Fees
Paying Online - The Member Experience
What Happens Behind the Scenes When a Member Pays Online?
Can I Cancel or Delete an Order?

Enabling Online Payments Through PayPal

Setting Up Your Club's PayPal Merchant Account

The first step is for club administrators to set up a Merchant Account in PayPal. The administrator involved will need to have access to the club's banking details. Visit http://www.paypal.co.uk/uk and click the Sign Up link at the top of the page. Follow steps to set up your Business account. Under Select Payment Solution select Website Payments Standard. Make a note of your PayPal Merchant Email Address. Follow the steps to confirm your email address and verify your bank account.

Enabling PayPal for myClubhouse

An administrator must login to myClubhouse and click Edit Club Settings in the Club Settings section of the Club Administration panel. On the Club Settings page, scroll down to the Subscription Details section and for Accept Paypal select "Yes". You must also enter your PayPal Merchant Email Address, this defines the PayPal Merchant Account that will receive all subscription payments. Under Membership Requires Approval select Yes or No as appropriate. If you select 'No', new members will be able to register and pay for membership automatically without any manual intervention from club officials; selecting 'Yes' means that club officials will first have to approve the membership by sending out a Dates and Cost email before it can be paid for online.

Scroll to the bottom of the page and click 'Save'. You are now set up to receive subscription payments by PayPal.

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Adding Surcharges to Subscription Fees

Each time your club receives a payment via PayPal, PayPal takes a fee. This is normally calculated as a flat rate per transaction, plus a percentage of the transaction value. (Click here for current UK PayPal fees.) If your club wishes, you can add a surcharge to your subscription costs to cover, or help towards, the online provider fees. If you choose to add a surcharge, it will no doubt make your members think twice before paying online, but some may still choose to do so for convenience.

If you wish to add online payment surcharges to any of your membership subscription fees, you simply need to switch it on in Edit General Club Settings > Accounts. Login as an administrator and select Edit General Club Settings from the Club Settings section of the Club Administration panel.

On the Club Settings page click Accounts to jump to the Accounts section. For Apply Surcharge for PayPal Transactions? select Yes and then enter the percentage and flat rate transaction fees in the boxes.

Surcharges will only apply when a member pays his/her subscription online via PayPal and will be applied at the checkout.

Tax Note: If you need to charge a sales tax for surcharges, please scroll down to Sales Tax in Club Settings, where you should select the correct Tax Code.

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Paying Online - The Member Experience

(See also Paying Online for Subscriptions using a Family Discount.)

A member can pay online for his/her own subscriptions and also for other members of his/her family group. When paying for other members of his family group, it is possible that a Group Discount may apply (see Paying Online for Subscriptions using a Family Discount).

To pay only for his/her own subscription, the member should login to myClubhouse and click on My Membership Subscription Details in the Your Details panel. All subscriptions for that member appear in the table with the most recent at the top by default. If there is an approved subscription to be paid an Add to Basket link will appear next to the subscription in question. The member should click the Add to Basket link to be taken to the Shopping Basket page. From the Shopping Basket the membership should click the "Checkout" button to be taken to the checkout page. The PayPal button will appear on the checkout page. The member should click on the PayPal button to be taken to the PayPal website. Here the member can pay securely online using either his/her credit card or PayPal account. If he/she does not have a PayPal account he/she will be able to set one up but this is not compulsory. Once the payment has been made the member may optionally navigate back to myClubhouse website. Payments are not always confirmed instantly so the subscription may say "Pending" for a while but should soon be updated to "Paid". If the member cancels before making payment the order will be cancelled and the subscription will still be unpaid.

A member can check on the status of his/her online orders by clicking the My Orders link in the Your Details panel of the main menu.

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What Happens Behind the Scenes When a Member Pays Online?

When a member clicks the button to pay by PayPal, an order is created at myClubhouse. This order is linked to the subscription and its status is "Pending". When a member pays using PayPal, PayPal sends a message to myClubhouse to update the status of the order. There can be various stages in the verification process so the order will have different statuses, usually in quick succession. When the payment has been confirmed by PayPal, both the order and the subscription are set to Paid and a corresponding entry is also made in the Payments table. An email will be sent from myClubhouse to the club administrator and the member to confirm the payment and the usual "Payment Received - Thank You" email is sent automatically for each subscription paid .

PayPal would normally also send emails to acknowledge orders and further emails to confirm successful payment to both parties. Administrators can login to their merchant account on the PayPal website to check up on payments. Please do not click "Charge" etc. to process payments manually - the system has been set up to do this automatically after security checks have been made. If you charge the buyer's account manually, it may by-pass security checks and may also fail to update the database at myClubhouse.

If the member cancels the order via the PayPal site before payment has been confirmed, a message will be sent to myClubhouse and the corresponding order will be deleted. The corresponding subscription will then be available for online payment again.

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Can I Cancel or Delete an Order?

A member can sometimes cancel an order by logging-in to his/her account on the PayPal website. Completed orders cannot usually be cancelled but a request for a chargeback can be made. If a member cancels an order before it has been processed, PayPal will send a message to myClubhouse and the corresponding order will be deleted. This then allows the user to attempt to pay for the subscription online again if required. If, for any reason, a payment fails but the order does not get cancelled at myClubhouse, only an administrator can delete it.

Administrators can check the status of orders and delete them if necessary by clicking on Order Management from the Club Administration panel of the main menu. Orders should only be deleted if you are sure the payment will not be successfully processed and the cancellation does not appear to have been handled automatically. Please allow at least an hour for it to process automatically. When an Order is deleted the corresponding Subscription and Payment(s) are also modified or deleted as appropriate.

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Can I Try Before I Buy?

Yes! There are two ways:

Try our online sandbox

A fully-functional version of myClubhouse with fictitious data for a club named Sandbox Club.

Free Trial Offer

Register your interest and then complete a Free Trial Application Form for your club. We will personally set you up with your own fully-functional copy of myClubhouse and if you have an existing membership database, we can convert it to our secure SQL Server database system for a small fee.