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Online Payments
Clubs may choose to accept subscription payments online via either PayPal, Google Checkout or both. This can be very convenient for both the club administrators and its members.
Enabling Online Payments Through PayPal
Enabling Online Payments Through Google Checkout
Adding Surcharges to Subscription Fees
Paying Online - The Member Experience
What Happens Behind the Scenes When a Member Pays Online?
Can I Cancel or Delete an Order?
Enabling Online Payments Through PayPal
Setting Up Your Club's PayPal Merchant Account
The first step is for club administrators to set up a Merchant Account in PayPal. The administrator involved will need to have access to the club's banking details. Visit http://www.paypal.co.uk/uk and click the Sign Up link at the top of the page. Follow steps to set up your Business account. Under Select Payment Solution select Website Payments Standard. Make a note of your PayPal Merchant Email Address. Follow the steps to confirm your email address and verify your bank account.
Enabling PayPal for The Clubhouse
An administrator must login to The Clubhouse and click Edit Club Settings in the Club Settings section of the Club Administration panel. On the Club Settings page, scroll down to the Subscription Details section and for Accept Paypal select "Yes". You must also enter your PayPal Merchant Email Address, this defines the PayPal Merchant Account that will receive all subscription payments. Under Membership Requires Approval select Yes or No as appropriate. If you select 'No', new members will be able to register and pay for membership automatically without any manual intervention from club officials; selecting 'Yes' means that club officials will first have to approve the membership by sending out a Dates and Cost email before it can be paid for online.
Scroll to the bottom of the page and click 'Save'. You are now set up to receive subscription payments by PayPal.
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Enabling Online Payments Through Google Checkout
Setting Up Your Club's Google Checkout Seller Account
The first step is for club administrators to set up a Seller Account in Google Checkout. The administrator involved will need to have access to the club's banking details. Visit www.google.com/checkout and follow steps to set up your Seller's account. Once you've completed your club's details, please sign in and click on the Settings tab.
Important Further Steps after Setting up Your Google Account
Under the Settings tab ...
- In the Preferences section
- Check "Automatically authorise the buyer's card for the full amount of the order."
- Click Save Preferences.
- In the Integration section ...
- Check "My company will only post digitally signed carts."
- Set the API Callback URL =
https://<<Your Clubhouse Website URL>>/GoogleNotificationHandshake.aspx
e.g. https://www.MyClubhouse.co.uk/Demo/GoogleNotificationHandshake.aspx.
Please note, it is very important that the URL uses a secure connection i.e. it must start with https and not http.
- Select Callback method = XML.
- Click Advanced Settings and check "Require notification acknowledgments to specify the serial number of the notification."
- Click Save.
- Make a note of your Google Merchant ID and your Google Merchant Key under Account Information on the right hand side of the page.
Enabling Google Checkout for The Clubhouse
An administrator must login to The Clubhouse and click Edit Club Settings in the Club Settings section of the Club Administration panel. On the Club Settings page, scroll down to the Subscription Details section and for Accept Google Checkout select "Yes". You must also enter your Google Checkout Merchant Email Address and your Google Checkout Merchant Key; this defines the Google Checkout Merchant Account that will receive all subscription payments. Under Membership Requires Approval select Yes or No as appropriate. If you select 'No', new members will be able to register and pay for membership automatically without any manual intervention from club officials; selecting 'Yes' means that club officials will first have to approve the membership by sending out a Dates and Cost email before it can be paid for online.
Scroll to the bottom of the page and click 'Save'. You are now set up to receive subscription payments by Google Checkout.
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Adding Surcharges to Subscription Fees
(See also Edit Membership Categories - Surcharge Calculator.)
Each time your club receives a payment via either PayPal or Google Checkout, the provider (PayPal or Google as appropriate) takes a fee. This is normally calculated as a flat rate per transaction, plus a percentage of the transaction value. (To check what fees you will be paying, search the documentation on your provider's website.) If your club wishes, you can add a surcharge to your subscription costs to cover, or help towards, the online provider fees. If you choose to add a surcharge, it will no doubt make your members think twice before paying online, but some may still choose to do so for convenience.
If you wish to add online payment surcharges to any of your membership subscription fees, you need to edit the Membership Categories table. Login as an administrator and select Edit Membership Categories from the Club Settings section of the Club Administration panel.
On the Membership Categories page click Show All to display the table of Membership Categories. How you add surcharges is entirely up to your club administrators but if you wish to work out the exact amount required so that your club still gets the same amount as it would have if paid in cash, you can use the Surcharge Calculator to help you. Click the Show/Hide Surcharge Calculator link, the calculator is displayed. Select which parts of the subscription fee you wish to be included in the calculation: Cost, Early Payment Cost, Joining Fee and VAT (all those selected will be added together so only select those that most commonly apply). Now in the first percentage box enter the percentage charged by your provider e.g. "3.5" %. In the £ box enter the flat rate charged per transaction e.g. £ "0.20" if it is 20p per transaction. If your club is registered for VAT you must tick both VAT checkboxes. In the table, use the Select column to select all membership categories to which you wish to apply this calculation, then in the calculator select Apply as PayPal/ Google Surcharge (as appropriate). The calculation will be made for each selected category and the surcharge figure will appear in either the PayPal or Google Surcharge column according to which you selected. You may wish to manually adjust some of your surcharges, to do this click the Edit link next to the membership category and use the Membership Category Editor.
Remember: If your membership requires administrator's approval you can still manually adjust all subscription costs and surcharges on a case by case basis.
Surcharges will only apply when a member pays his/her subscription
online.
VAT Note: The surcharges displayed
exclude VAT. VAT for surcharges will be applied at the checkout at the rate set on the Club Settings page.
If you need to change the VAT Rate for surcharges, you will need to re-calculate
them as VAT is taken into account in the calculation, though not included in the
result.
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Paying Online - The Member Experience
(See also Paying Online for Subscriptions using a
Family Discount.)
A member can pay online for his/her own subscriptions and also for
other members of his/her family group. When paying for other members of his
family group, it is possible that a Group Discount may apply (see Paying Online for Subscriptions using a
Family Discount).
To pay only for his/her own subscription, the member should login to The Clubhouse and click on My Membership Subscription Details in the Your Details panel. All subscriptions for that member appear in the table with the most recent at the top by default. If there is an approved subscription to be paid an Add to Basket link will appear next to the subscription in question. The member should click the Add to Basket link to be taken to the Shopping Basket page. From the Shopping Basket the membership should click the "Checkout" button to be taken to the checkout page. The PayPal and/or Google Checkout button will appear on the checkout page depending on which provider(s) the club has enabled. The member should click on the PayPal or Google Checkout button to be taken to the third party provider website. Here the member can pay securely online using either his/her credit card, PayPal or Google account. If he/she does not have a PayPal or Google account he/she will be able to set one up (with PayPal this is not compulsory). Once the payment has been made the member may optionally navigate back to The Clubhouse website. Payments are not always confirmed instantly so the subscription may say "Pending" for a while but should soon be updated to "Paid". If the member cancels before making payment the order will be cancelled and the subscription will still be unpaid.
A member can check on the status of his/her online orders by clicking the My Orders link in the Your Details panel of the main menu.
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What Happens Behind the Scenes When a Member Pays Online?
When a member clicks the button to pay by PayPal or Google, an order is created at The Clubhouse. This order is linked to the subscription and its status is "Pending". When a member pays using the third party provider, the third party sends a message to The Clubhouse to update the status of the order. There can be various stages in the verification process so the order will have different statuses, usually in quick succession. When the payment has been confirmed by the third party provider, both the order and the subscription are set to Paid and a corresponding entry is also made in the Payments table. An email will be sent from The Clubhouse to the club administrator and the member to confirm the payment
and the usual "Payment Received - Thank You" email is sent automatically
for each subscription paid .
The third party provider would normally also send emails to acknowledge orders and further emails to confirm successful payment to both parties. Administrators can login to their merchant account with the third party provider's website to check up on payments. Please do not click "Charge" etc. to process payments manually - the system has been set up to do this automatically after security checks have been made. If you charge the buyer's account manually, it may by-pass security checks and may also fail to update the database at The Clubhouse.
If the member cancels the order via the third party provider's site before payment has been confirmed, a message will be sent to The Clubhouse and the corresponding order will be deleted. The corresponding subscription will then be available for online payment again.
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Can I Cancel or Delete an Order?
A member can sometimes cancel an order by logging-in to his/her account at the third party provider's website. Completed orders cannot usually be cancelled but a request for a chargeback can be made. If a member cancels an order before it has been processed the third party provider should send a message to The Clubhouse and the corresponding order will be deleted. This then allows the user to attempt to pay for the subscription online again if required. If, for any reason, a payment fails but the order does not get cancelled at The Clubhouse, only an administrator can delete it.
Administrators can check the status of orders and delete them if necessary by clicking on Order Management from the Club Administration panel of the main menu. Orders should only be deleted if you are sure the payment will not be successfully processed and the cancellation does not appear to have been handled automatically. Please allow at least an hour for it to process automatically. When an Order is deleted the corresponding Subscription and Payment(s) are also modified or deleted as appropriate.
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Click here to access the FREE LIVE DEMO version of The Clubhouse at http://www.MyClubhouse.co.uk/Demo
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