Payments get processed a bit differently whether you have an auto payment provider linked to your account or not. The default setup when you start with Clubworx is with no payment provider linked.
Payment statuses when you do not have a payment provider linked:
Upcoming - When a membership is added to a member, the system automatically creates payments for the membership. All future-dated payments will have the 'Upcoming' status until its due date.
Process Manually - Once the due date of a payment passes, the status will automatically change to 'Process Manually'. This is only a flag for you to collect payment and mark it as paid or skipped.
Paid - When you manually mark a payment as paid, you have the option to choose between 'Paid (Cash)', 'Paid (POS)' or 'Paid (Other)'.
You can also waive payments for members by marking the payment as 'Skipped'. If you do not need to collect a payment because of membership changes, we recommended that you remove the old membership and add the latest one. This way all unprocessed payments for the old memberships will be removed and the new payments will be created by Clubworx automatically.
Payments when your profile is linked to a payment provider
We can integrate with different providers for auto payments depending on where your organisation is based:
Australia: Ezidebit
New Zealand: Ezidebit
United Kingdom: Stripe
United States: Bluefin, Stripe, Integrapay
Other countries: Stripe is a global payment provider that may be able to integrate with your payments.
Once you have connected your payment provider with Clubworx, all payments in the system will automatically be sent to that provider.
Payment statuses when you have a payment provider linked:
Upcoming - When a membership is added to a member, the system automatically creates payments for the membership. All future-dated payments will have the 'Upcoming' status until its due date. You can manually update the date and status of these payments until the day before its due date, after which it is sent to the provider and cannot be changed.
Pending - Once a payment has been sent to your payment provider the status will remain 'Pending' until the funds have been added to your bank account. These timeframes depend on your agreement with the payment provider, so please contact them directly if you have any questions regarding them.
Paid - Once the funds have been successfully added to your bank account, the payment status will be updated to 'Paid'.
Failed - Your payments will be sent to the payment provider on the due date of the payment. If it has failed, the provider will send a reason for the failed payment e.g. insufficient funds or invalid card details. If a member does not have any wallet details linked to their profile, the status will automatically update to 'Failed' without a reason after the due date of the payment. This means that the payment could not be sent to the provider.
You can manually mark a payment as paid by choosing between 'Paid (Cash)', 'Paid (POS)' or 'Paid (Other)'.
You can also waive payments for members by marking the payment as 'Skipped'. If you do not need to collect a payment because of membership changes, we recommended that you remove the old membership and add the latest one. This way all unprocessed payments for the old memberships will be removed and the new payments created by Clubworx automatically.