You are browsing myClubhouse Knowledge Base

Payment Methods, Plans, and Schemes

Owned by Peter Hickson, created
Last updated: Jun 20, 2023 by Joanne Shovelton
7 min read

Payment Schemes define how members can pay for products and services in myClubhouse. Each scheme defines a selection of Payment Methods and a selection of Payment Plans. Different payment schemes can be made for paying for different items throughout your site, can share payment methods and plans, and

A Payment Scheme = 1(or more) Payment Method(s) + 1(or more) Payment Plan(s)

Payment Methods

Payment Methods are ways which users pay for things purchased on myClubhouse. If the money is going to a different person (even by the same method), then a different Payment Method must be created. For example, Cash being paid to the club must be a separate Payment Method to Cash being paid to the coach.

If you are adding an electronic Payment Method, and are unsure which to choose, this guide will help you compare the fees associated with each of them: Stripe/GoCardless/PayPal Transaction Fees

  1. Navigate to Admin > Finance > Payment Methods, Plans and Schemes.

  2. Scroll down to Payment Methods section or click the “Payment Methods” button.

  3. Click “Add”.

  4. Complete the wizard:

    1. Payment Type: Select the type of payment.

      1. Cash: The user pays by cash. This will need to be manually recorded when received.

      2. Cheque: The user pays by cheque. This will need to be manually recorded when received.

      3. BACS/FPS: The user pays by bank transfer through their bank/online banking. This will need to be manually recorded when received.

      4. Direct Debit: The user pays by direct debit set up via their bank. This will need to be manually recorded when received.

      5. Standing Order: The user pays by standing order set up via their bank. This will need to be manually recorded when received.

      6. PayPal: The user pays using their PayPal account. These payments will be recorded automatically when the payment goes through. This guide will help you set up PayPal: How to Set Up and Integrate with PayPal (take payments)

      7. Stripe: The user pays using their credit or debit card through Stripe. These payments will be recorded automatically when the payment goes through. This guide will help you set up Stripe: How to Set Up and Integrate with Stripe (take card payments)

      8. GoCardless: The user pays using their credit or debit card through GoCardless, including repeating payments/Direct Debits. These payments will be recorded automatically when the payment goes through. This guide will help you set up GoCardless: How to Set Up and Integrate with GoCardless (take direct debit payments)

      9. SagePay: The user pays using their credit or debit card through SagePay. These payments will be recorded automatically when the payment goes through.

    2. Name: The name of the Payment Method.

    3. Payee: Select either the club, or a specific member who will receive the money. For the latter, start typing the person’s name and select it from the drop-down.

    4. Details: Enter the appropriate details for the selected Payment Type. The “Notes” field can be used to give further instructions to users using this Payment Method.

    5. OK: Once happy with the Payment Method, click “OK” to save it.

Payment Plans

Payment Plans define how the payments are distributed for the user. Most items will be paid for in a single payment, but you can also have Plans for deposits, or instalments. While you may have similar Payment Methods for payments to different users or the club, this is not necessary for Payment Plans as they can be used in multiple Payment Schemes.

  1. Navigate to Admin > Finance > Payment Methods, Plans and Schemes.

  2. Scroll down to Payment Plans section or click the “Payment Plans” button.

  3. Click “Add”.

  4. Complete the wizard:

    1. Name: The name of the Payment Plan.

    2. Owner: The owner of the Payment Plan. Start typing a name and select it from the dropdown.

    3. Type: Select the Type of the Payment Plan from the dropdown.

      1. Single Payment: Single Payments must be the whole cost of the purchase in one go.

      2. Deposit and Balance: A small deposit is paid first, and then the rest of the amount in the purchase is paid later.

        1. Deposit: Set the amount or the percentage for the Deposit.

        2. Deposit Due: Select when the Deposit is due, either a set number of days or months, in relation to the purchase date, the item start date, or the item end date. The item refers to what is being paid for, most likely a Subscription or Event sign-up for this type of payment plan.

        3. Balance Due: Select when the rest of the Balance is due, either a set number of days or months, in relation to the purchase date, the item start date, or the item end date. The item refers to what is being paid for, most likely a Subscription or Event sign-up for this type of payment plan.

      3. Instalments: The Payment will be divided up into equal amounts, with set gaps between payments. The Period will be prioritised over the Count when calculating the Instalments. For example, if a 6 month subscription was purchased, and the Period is set to 1 month, the amount would be split across 6 Instalments, even if the Count was set to more than 6.

        1. Count: Select the maximum number of Instalments that the purchase will be split in to.

        2. Period: The amount of time between payments in either days or months.

    4. Surcharge/Discount: You may wish to charge a surcharge or offer a discount for using this particular payment plan. Enter either a percentage, a fixed amount, or both for this here. For a discount, make it a negative number.

    5. OK: Once happy with the Payment Plan, click “OK” to save it.

Payment Schemes

Payment schemes bring together the payment methods (e.g. cash, cheque etc.) and payment plans (e.g. instalments, deposits etc.) and allow them to be connected with products and services that a member can purchase.

  1. Navigate to Admin > Finance > Payment Methods, Plans and Schemes.

  2. Scroll down to Payment Schemes section or click the “Payment Schemes” button.

  3. Click “Add”.

  4. Complete the wizard:

    1. Name: The name of the Payment Scheme.

    2. Description: A short description of the Payment Scheme. This might include the Payment Methods and Plans that are included in it.

    3. Payee: Select either the club, or a specific member who will receive the money. For the latter, start typing the person’s name and select it from the drop-down.

    4. Initial Payment Due: Select if you want the payment to be due on the day the purchase is made, or when the purchased item starts. For example, an event sign up can be due on the date of purchase or on the day of the event.

    5. Grace Period: This is the number of days after the payment is due that the system will consider the payment overdue, and take appropriate action. For example, if a payment is due the day it is purchased, with 7 days grace, then the payment would become overdue 7 days after the purchase date.

    6. Payment Methods: Select the Payment Methods and Plans that you wish to apply to this Payment Scheme. You can select multiple Payment Methods under one Payment Scheme, each with a different selection of Payment Plans.

      1. Add Method: Select a Payment Method from the drop down. Then select which Payment Method/s you want the user to choose between if they choose this Payment Method.

      2. Star: If you click the star, this Payment Plan will become the default option when this Payment Method is chosen.

    7. Owner: The owner of the Payment Plan. Start typing a name and select it from the dropdown.

    8. OK: Once happy with the Payment Scheme, click “OK” to save it.