To improve tracking and collection of registration fees, full admins can now set a grace period for registrations with past-due payments, which sends an email informing them that their payment is now considered past due, along with a link to log in to their accounts and resolve the outstanding balance. Along with the email notification, the player associated with the past due payment can be placed in a ‘Past Due’ registration status until the payment has been made. When the Past Due balance is paid, the player’s status will be placed back to its previous value.
Follow the steps below to configure a Grace Period for Past Due Payments for your organization:
1. From the navigation, select Settings > Registrations, then click on Past Due Payments. Select the Edit Past Due Payments button.
2. Set ‘Past due payments notifications are currently’ to ON. This will trigger an email for all related Household Admins the day after a scheduled electronic payment has been missed. If the payment method was cash or check, then the email will not be sent until after 14 days from the payment due date and payment has still not been recorded.
Note: The default for this setting is OFF.
3. If you wish to set players with past due payments to a registration status of ‘Past Due’, set the ‘Automatically set Roster Status to "Past Due' after the grace period passes’ to ON. (optional)
If yes, the OTTO Sport system will check daily, automatically updating player registration statuses to Past Due for any seasonal registration with past due balances that exceed the grace period.
4. Enter the number of days for the grace period. If a registration payment is not made within this period, it will then be considered Past Due.
Note: A value of 0 would immediately trigger the PAST DUE process upon missed payment.
5. Click Save once complete.
6. On the day following the payment due date, Household Admins will receive an email notifying them that a payment has not been received for their registration.
7. Once the payment due date has passed and the grace period has ended, if the ‘Automatically set Roster Status to "Past Due" after grace period passes’ option is enabled, players attached to the registration with the past due payment will be moved into ‘Past Due’ for their player registration status.
8. Once the payment(s) have been made, all past-due labels will be removed from the seasonal order, and the player’s registration status will return to its previous status.