Set out below, in priority order, are the basic steps you'll to get your clubs PaySubsOnline.com account up and running:
- Setup Membership Categories
You'll find this option under 'Subscription' options on the main menu. When setting up the Membership Categories, you'll be able to assign certain properties to each category. For example, cost.
After creating the Membership Category you'll be prompted to build a form for the Category. This form is used to store information about your members who will be added to the Categories. The form is also used as online registration form for new members to complete when joining the club. Click here to learn more about building forms.
- Setup Groups
As well as members being organised in to their membership categories, you can also create Groups to put them in. For example, you can create groups for teams, squads, age groups, committees, first aiders, volunteers - in fact, any thing you want. Groups are handy when you need to send emails to certain groups, filter payment reports by group (for example, which of the First Team Squad haven't paid their membership fees) and giving administrative access to officials to specific groups.
- Create Fundraising Appeals
There's more to PaySubsOnline.com than just collecting subs. We've built-in tools that make fundraising online easy. You can create Fundraising Appeals where members can make monthly or one-off donations and / or join a Supporters Club (also known as a 100 Club or Club Lottery). You'll find these options under the 'Fundraising' menu option.
- Complete administrative settings
Under Admin > Settings are three main options that need completing:
a) Inputting the Clubs PayPal email ID and / or GoCardless account ID. This information is used to send funds to when members pay online. Click here for information on how to set up the Club's PayPal account (we use PayPal to process card payments) and here on how to setup a GoCardless account (we use GoCardless to process Direct Debit payments - UK customers only).
b) Decide who will pay the transaction fees - the club or the member. Members are 3 times more likely to pay online if the club absorbs the fees.
c) Accounting period. By default this date is set to run one year from the day the club created the PaySubsOnline.com account but can be edited here.
Information on additional settings can be found here.
- Adding members
There are three ways in which you can add members to the system; 1) Import members information from a spreadsheet 2) Start from scratch and have members register online 3) Add them manually on an ad-hoc basis. Here's some detail:
You can choose to import your members from an existing spreadsheet by either going tot the Membership Category you want to add them to or via the Master Membership List. Click here for details on how to do this.
b) Starting from scratch (getting members to register online)
If your membership database is a little patchy then it's sometimes a good idea to have your members register online so you start with the latest, cleanest data.
c) Ad-hoc additions
If you want to test the system by just adding the odd member or perhaps you've received a paper registration form and you need to enter the members details, you can using the 'Add members individually' function. This function can be found on the tool bar when you click in to a Membership Category, Master Membership List or Group.
- Request payment
When importing members, adding them individually or approving members that have registered online, you'll want to request payment.
After payment has been requested, or members are paying at the point of registering online, you can view the payments under Financials > Admin.