Easily integrate your preferred payment processor to enable seamless automatic direct debits and one-off credit card payments — or choose to manage payments manually. This guide will walk you through your options for staying on top of billing and keeping your cash flow healthy.
This article will give you information on:
Integrating a Payment Processor
Integrating your preferred payment processor lets you automate membership payments with ease. Collect member payment details securely and set up direct debit transactions with one step through our online forms. Once integrated, payments are automatically marked as paid when collected by your processor, giving you real-time visibility and simple tracking directly within your Clubworx account.
Prefer not to integrate a payment processor? No problem!
You can still record member payments manually and mark them as paid within Clubworx. You’ll also continue to have full access to the same powerful reporting and messaging tools, making it simple to stay on top of your payments.
How do Membership Payments work?
When you create your membership templates, you get to choose if the membership generates a single upfront payment, a recurring payment or both an upfront and recurring payment. You then get to choose where these memberships are available for purchase. These options include:
Via a Waiver
From the Mobile App
From the Check In Kiosk
Manually added by a Clubworx User (staff member)
Via Book and Pay or Click and Pay
Memberships can be assigned to either a Member or a Non-Attending Contact. Once a membership is added, it automatically generates the payment or payment schedule based on the template you created. This schedule will appear under the Payments tab on the contact’s profile.
If a membership is added manually by a Clubworx User — or via a waiver that requires staff approval — you’ll also have the option to customize the membership amount and payment dates at the time of setup, giving you even greater flexibility.
The Payments Page
The Payments Page is accessed from your left-hand-side menu. The Payments Page allows you to see all types of payments across your Clubworx account. From the payments page, you can:
Filter by Paid, Failed and Settled payments
Filter By date
Filter by membership, source, location, payment method
View multiple types of payments including Membership payments,Late Cancellation fees, Cancellation fees, Suspension fees, and Grading fees.
View all payment statuses, including refunds and credits.
Select from 6 pre-set search options.
Search by Contact Name and Invoice Number
Export your payments list to a CSV file
Where else can I track my payments?
We have multiple reports to help you keep track of your payments!
From the Dashboard, click on the Revenue tab to see your Net Revenue and Monthly Recurring Revenue graphs. Clicking on the Show More option beside each graph takes to you to the breakdown on information.
Net Revenue: Shows you your Product sales and Membership payments per month, including a prediction of the current month (based on memberships assigned to your members). If you click through to the report you will see a breakdown by Membership and Product Sales.
Monthly Recurring Revenue: Shows your revenue from recurring Membership payments and Product sales made by direct debit including a prediction of the current month. If you click through to the report, you will see a breakdown by Membership.
From Reports> Financial you will find the following default financial reports:
Daily Takings Report: This report allows you to filter by date paid or due date and select your custom date range. It gives a breakdown of Product Sales and Memberships by Category as well as Payment method.
Debtors Report: Shows you a list of Contacts with outstanding payments. You can filter by date range, due date and date failed. For each debtor, you can see a summary of number of failed payments, total outstanding, last payment received and most recent failed payment.
Failed Payments Report: Instead of a list of debtors, this report will show you a list of payments that have previously failed. Customise the date range, or filter and search by membership, invoice number and contact name.
Please note that if you are looking for a list of payments that are currently outstanding, we recommend viewing the Payments Page.
Clubworx gives you powerful tools to stop failed payments before they happen — and to quickly recover any that slip through. Here are some examples of ways you can prevent and easily follow up on failed payments:
Automatic Rescheduling of failed payments: This setting is turned on when you create your memberships under Settings> Memberships. We give you the option to choose when to reprocess the payment (how many days after payment failure) and how many times to reattempt the failed payment.
Prevent Members Booking and Checking in via Kiosk: If your members have outstanding payments with a failed status, they will be prevented from booking classes via the mobile app and website calendar. In addition to this, your Check in Kiosk settings - found under Settings> Account Profile> Kiosk / Roll Call - can be set up to prevent members from dropping into classes via the Kiosk when behind on payments.
Automations help to collect payment details and communicate with your members: Our Automations tool can help you to reach our to members to communicate regarding their payments. This can be helpful for situations such as:
Collecting new payment details when a credit card is about to expire
Collect new payment information when a payment fails.
Letting a member know when a payment is due to be debited.
Letting the member know when the payment has failed, and providing instructions to retry failed payments via the app.
Encourage your members to remedy failed payments via the Member app: The member app allows your members to see their payments, and to retry failed payments via the app. They are also able to update credit card or bank account details when necessary.
Built in Reports help you stay on top of failed payments: The payments page, and debtors report both allow you to stay on top of which contacts have outstanding payments. Visibility is the first step to managing your payments, and our reports make this simple.