Understanding ClubPayee
Useful terms
Section titled “Useful terms”| Term | Meaning in ClubPayee |
|---|---|
| Member | A person registered with the Club, such as a player or adult participant. |
| Payer | The person responsible for paying one or more Members’ balances. An Adult Member is normally their own Payer. |
| Team | A group of Members for one particular Season. |
| Season | A Club-defined registration or financial period, such as 2026/27 or Spring Term. |
| Fee | A reusable charge definition in the Club Fee catalogue. It becomes payable when assigned to a Team containing eligible Members. |
| Payment | Money received from a Payer, either recorded by an Administrator or confirmed through Stripe. |
| Adjustment | A clearly explained change to an amount owed, either for one Member or for the Payer account. |
Teams and Seasons
Section titled “Teams and Seasons”Every Team belongs to one Season, and that Season cannot be changed later. A Team lasts for that Season.
Members belong to the Club’s central Member list and are not recreated each Season. When a new Season starts, create its Teams and assign the existing Members to them.
The current application does not copy a Team from an earlier Season.
Club Registration Model
Section titled “Club Registration Model”A Club chooses one of two approaches during signup. The current selection is also shown in Settings:
- One Registration Team per Member — Members can play for multiple Teams. One Team is their Registration Team for the Season, and only that Team’s Fees become Member Charges.
- Multiple Team Registration — Members can play for multiple Teams and each Team may apply its Fees.
Changing this setting is restricted after Payments exist. When moving to one Registration Team per Member, any Member with several current Teams needs an explicit Registration Team choice. ClubPayee explains what needs attention rather than removing memberships automatically.
A Member can therefore play for more than one Team without being charged more than once when the Club uses One Registration Team per Member.
How balances are formed
Section titled “How balances are formed”Team Fees create Member charges. Member or Payer Adjustments change what is owed. Payments are allocated automatically, and confirmed Refunds make the returned amount outstanding again.
See Understanding Balances for worked examples.