Understanding ClubPayee

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

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

A Club chooses one of two approaches during signup. The current selection is also shown in Settings:

One Registration Team per Member — a Member can have one current, charge-generating Team in each Season.
Multiple Team Registration — a Member can belong to more than one Team in a Season and each Team may apply its Fees.

Changing this setting is restricted after Payments exist. A move to one Team per Member is also blocked while a Member belongs to multiple current Teams in the same Season. ClubPayee explains what needs attention rather than removing memberships automatically.

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.