Common Tasks

Add a new player

1. Open Members and select Create Member.
2. Enter the player details and choose the correct Member Type.
3. For an Underage Member, assign or create the Payer.
4. Open the relevant Team, select Members, then Add Member.

See Members.

Add a new family or Payer

1. Create the first Underage Member.
2. In the Payer step, choose Create New Payer.
3. Enter the responsible adult’s details and assign them.

The Payer then appears in Payers. A Payer is not created from a separate Add Payer button.

Add a second sibling

1. Create the second Underage Member.
2. In the Payer step, search for and select the existing family Payer.
3. Add the Member to the relevant Team.
4. Check any Sibling Pricing Adjustment in Financial History.

Give one Member a discount

Open the Member’s Financial History, find the charge, select Add Adjustment, choose Reduce Amount, and enter the reason. See Adjustments.

Give a family-level Adjustment

Open the Payer’s Adjustments, select Account Adjustment, enter the amount and reason, and save it. ClubPayee applies the value automatically.

Record a cash Payment

Open the Payer’s Payments, select Record Payment, choose Cash, enter the amount and Received Date, and save it.

Take an Online Payment

1. Confirm Settings > Online Payments shows Connected.
2. Ask the Payer to sign in to the Payer Portal.
3. The Payer chooses the full balance or another permitted amount and completes Stripe Checkout.

Refund an Online Payment

Open the Payer’s Payments, select the Online Payment, select Refund Payment, check the available amount, enter an amount and reason, and confirm.

Prepare a Payer for scheduled emails

Open the Payer, confirm the displayed contact email, then select Enable scheduled notifications. The state changes from Not Ready to Ready without sending an email immediately. Configure the Club’s timezone, daily send time, and email types in Notifications > Settings.

Help with a Payment Plan marked Action Required

Ask the Payer to sign in to the Payer Portal, open the plan, and select Complete payment. Only the Payer can complete authentication or change their payment method. See Payment Plans.

Add another Administrator

Open Users, select Add User, enter their name and email, and ask them to complete the invitation.

Disable an Administrator

Open Users, use the person’s actions menu, and select Disable. You cannot disable the Club Owner or final Active Administrator.

Update a Fee for Open Seasons

Edit the catalogue Fee. Choose Update Team Fees in all Open Seasons only if every affected Open-Season Team should receive the change. Closed Seasons remain unchanged.