Administrative Settings

Helpdesk -

Below is a list of admin settings (found in Admin > Settings when logged in to your administrators account).  Those in green are pre-configured (but editable), those in red need completing.

Organisation name - you can edit the name of the organisation here.

Currency - To accept payment in your native currency, you can choose between GBP, USD, HKD, EUR and AUD.

Receive payment from members by - Select whether to receive payment by Direct Debit (UK customers only) or by Card.   For more information about setting up a GoCardless account to accept payment by Direct Debit, click here.  For information on how to setup a PayPal account to accept card payments, click here.

Send payment notifications to administrators - Each time a member pays online you can choose to receive an email notification.  

The notification can be sent to multiple email addresses and you can tailor the subject header of the email by selecting from four fields (Payment method, Date and time, Merchant transaction ID, Transaction value).  You can order how you want the fields in the subject header to appear by dragging and dropping them in to place.

The content of the payment notification emails is as follows:

  • Date and time of transaction 
  • Total net amount received - Payment minus transaction fees (applicable if your organisation is paying the fees).  The figure given is approximate as there can be decimal rounding issues between what is shown here and what is shown in your PayPal or GoCardless account.
  • Total gross amount paid – Amount paid by the member (as is reported  Excludes transaction fees paid by the member (in the case where the member pays the fees).
  • Payment Method – PayPal or GoCardless
  • Merchant transaction ID–  This field shows the PayPal or GoCardless transaction ID as reported in and in your PayPal or GoCardless account. 
  • Customer transaction ID– Because PayPal issue a different transaction ID for the merchant and customer for the same transaction, it’s useful to have reference to the customer transaction ID in case of a query.  
  • Transaction ID– This field will be shown for GoCardless payments are they use one common transaction ID for customer and merchant.  This transaction ID can be referenced in and in your GoCardless account.
  • Name– The name of member(s) who’s payments are included in the transaction.
  • Payment description – Each transaction can be made up of multiple payments - for example, Adult Annual Membership and Junior Annual Membership.  This field details each payment made under the transaction.
  • Gross amount – the gross amount received for each payment (before fees).
  • Status - For PayPal payments, the status will be Paid.  For GoCardless, when the member initiates the transaction, the status will be Pending.  When funds have cleared (ie. deposited in to your organisations bank account), you will receive a further email to confirm the payment status as ‘Paid’.
If you anticipate a high number of transactions, we recommend setting up a new email address to receive these payment notifications. 
Transaction fee payer - Set who pays the transaction fees, the member or the organisation.  Typically, the take up rate of members paying online is much higher when the members see no additional cost to paying online.  Many organisations make an inflationary increase in the cost of their fees to cover the transactions costs.
Accounting period - The period in which your accounting year runs, for example 1st Jan - 31st Dec.  By default, the system sets the accounting period to run for 1 year from the day the was created.

Link to the online registration form, member login page and events page - You can embed these pages in to your organisations website using a simple iFrame. Click here for instructions.

URL for member to be navigated to after registering and paying via embedded registration page - Each member has access to an online account where they can keep their details up-to-date, enter events and pay money outstanding.  When they log-out of their account, you can define the web page they will be navigated to by entering the URL here.  Typically, this will be your organisations home page.

URL for members to be navigated to after logging out of their account - After the member has completed the registration process, they will be navigated to the URL defined here.
URL for event participants to be navigated to after registering for an event via the events page - when participants register via the events page, you can determine where they should be navigated to by entering the URL here.

Activate membership number - The system can assign all new members a membership number.  

You can define a prefix for that membership number, either for the organisation as a whole or a different pre-fix for each Membership Category.

You can set which number you want the membership number to start from and once membership numbers have been allocated, the system will show the next number to be issued.  

Be sure to include the Membership number field when building your forms.
Receive 'Sent' email confirmation when sending - When sending a group email, the system can send you an email confirming all emails have been sent. You can define when to receive this notification, for example, receive a confirmation email when sending 100 or more emails. 
Alert administrators when a member makes a change to their information - Turn this option on if it's important for administrators to be notified when a member makes a change to any of their information (for example, medical conditions).  
You can opt to send it to people with access rights to the group that member is in or specific administrators.
Failed Registrations - You can set whether you want the system to automatically delete failed registrations (useful if you don't have the time to manage them) so people can re-register themselves without the need for an administrator to manage the process or have the system display failed registrations in the failed registration group.  For full details on failed registrations, click here.
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