INTRODUCTION
Feature Summary: Understand and configure payment settings.
Use Cases: System users will learn three methods to configure the platform so that the club can effectively collect player fees.
In this Article
1. Enable Batch Billing - Collect user fees each month.
2. Require Advance Payment - Collect upfront payments for courts, events, and lessons.
3. Set up Auto-Pay - Automatically process membership fees when due.
OVERVIEW
CourtReserve offers flexible payment collection tools to help clubs streamline the way they collect player fees. Whether your club prefers monthly invoicing, upfront payments, or automatic charges, the platform supports multiple options that can be customized to fit your club’s needs.
This article provides an overview of three primary methods:
1. Batch Billing
Clubs can use batch billing to collect all monthly membership fees, court reservation fees, and event fees. Click a link to learn how to set up and run batch billing.
Video training: Watch this CourtReserve webinar to learn about batch billing.
2. Require Advance Payment
Instead of batch billing, clubs can require upfront payment for court/lesson reservations and event registrations. The first step is to require a payment profile. The next step is to configure settings for bookings, events, and lessons.
Step 1: Require a Payment Profile
Players must create a payment profile on the member portal. The profile has a card saved to easily process payments. Click here to learn how to enable this feature and require players to create a payment profile on the member portal.
Step 2: Require Upfront Payment for Court Reservations
Players/members must pay immediately for their court/lesson booking. The default time limit is 15 minutes, but system users can change this setting on the Membership Type - Portal Settings page.
To require upfront payments for court bookings, go to SETTINGS > BOOKING SETTINGS > COSTS. Check the boxes to enable or disable a required payment for each membership type.
System users can require members to create a payment profile on the same page.
Step 3: Require Upfront Payment for Event Registration
Open the Event page and click the Event Setup tab. Check the boxes to enable or disable a required payment for each membership type. Click here for more information.
Step 4: Require Upfront Payment for Instructor Lessons
Go to SETTINGS > INSTRUCTOR SETTINGS and then click the Book a Pro Setup icon. Select an instructor and click the Edit button. Scroll down to the page. Check the boxes for Require Payment Profile and Require Up-Front Payment. Click here for more information.
3. Auto-Pay Membership Fees
Clubs can set up auto-pay memberships when fees are posted to a member's account. Payment is processed with the card (eCheck or credit card) on the member's payment profile. Go to SETTINGS > BILLING SETTINGS. Click the Integrated Payments icon.
Scroll down the page. Check the boxes to enable payments via the member portal and auto-pay memberships.
Q: When does Auto Pay for the Membership Dues occur?
A: When Auto Pay Membership Dues is enabled, payments will be processed overnight, on the day before the start of the next membership billing cycle. The payment is processed the day before so there is no lapse in an active membership.
Example: If a member’s next billing cycle is from 2/23 to 3/22, the auto payment will occur in the early hours of 2/22.
Q: How does Auto Pay for Membership Dues effect Batch Billing?
Working Together: Batch Billing & Auto-Pay Membership Fees
If an organization is also using Batch Billing, the system will skip the membership dues fee in auto-pay if the fee has already been included in an invoice.
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