This feature is being trialled by a limited audience. If you don’t see this feature available, it may become available to you at a later date.
Looking for more flexibility?
With the new deferred payments feature, you can give your participants the option of paying at registration, or paying by a due date. When a participant opts for a deferred payment, PlayHQ will handle the follow up process by sending reminders and providing a secure payment link to settle fees by the due date.
Participants who defer their payment will have an active registration regardless of their payment status. If the participant fails to make their payment by the due date, you organisation may choose to cancel their registration or contact the participant directly to resolve.
What do I need to be aware of to use this feature for my Club?
This feature is only available on the following Registration Forms:
- Participant to Club
- Participant to Club Team
The fees which a participant is able to defer are the Club Player Fees, either Basic or Advanced. For this feature to work correctly, you must enter a value into these fields (cannot be $0).
Please note: Any Admin Body or Association/League level fees required as part of registration need to be paid upfront and cannot be deferred by the participant. This feature defers the player registration fees for your organisation only.
Turning on deferred payments
In the Admin Portal, navigate to Competitions > Season > Registration > Form and toggle on Deferred Payment in the My Fees section of the form.
Set the Due Date. The due date must be before the end of the current season. This due date will determine when the participant must pay their deferred fees by, and inform PlayHQ's reminder schedule.
Enter a deposit amount. This is an optional feature. The deposit represents which portion of your Player Fee that you want your participants to pay upfront.
For example: If your Player Fee is $100, and you enter a deposit amount of $20, a participant who chooses to defer their payment will pay $20 at the time of registration and the remaining $80 will be paid by the due date you've entered.
Automated Payment Reminders
When a participant has deferred their payment, PlayHQ will send automated reminder emails at the following intervals:
- 7 days before due date
- On the due date
- When the payment is overdue
The reminder email will inform the participant of the due date and balance outstanding. It will contain a link to a secure payment platform hosted by PlayHQ and the participant will be able to make their payment at any point before or after the due date.
How do I know who has outstanding fees?
In the admin portal under Competitions > Season > Participants you will see a new column titled Payment. This will give you an overview of the payment status for all participants, regardless of whether they paid upfront or deferred their fees.
If a participant has finished paying off their deferred fees in full, they will be reflected as Paid. This includes participants who paid in full at the point of registration.
If a participant has deferred their payment, but not paid the outstanding balance, they will be reflected as Pending.
If a participant has deferred their payment, and not completed their outstanding payment by the due date, will be reflected as Overdue.
In order to view the Order Total versus the balance outstanding, click View on the Participant for further detail. In this view you'll also find a link to their secure payment link.
Other FAQs
Does it cost my organisation extra to use this feature?
No, there are no additional costs for allowing deferred payments other than the fees you already pay.
What does the participant need to pay upfront?
The participant will still need to pay the following fees upfront (where applicable):
-
- Merchandise / add on products
- Inherited fees, including admin body fees, association fees and player memberships
- Service fee (where applicable)
If a participant defers their fee, when will I receive payouts for funds received?
If the participant is required to pay a deposit for their deferred payment, you'll receive those funds immediately (in accordance with PlayHQ's payout schedule)
You will receive a payout for the balance of the participant's deferred fee once they've made their second payment
Will PlayHQ's reports reflect deferred payments?
Yes. To help with your reporting and reconciliation, PlayHQ's transaction report will contain information on fees which have been deferred with balances outstanding.
If a participant defers their fee, can I still allocate them to a team and allow them to play?
Yes, participants who defer their fees are registered and active meaning you can treat them as you would players who pay upfront.
Can the participant pay their balance off in instalments / multiple payments?
No, this feature only allows the following options:
- Pay $0 upfront and the full balance by the due date
- Pay a deposit upfront and the remaining balance by the due date
If the participant wants to pay in instalments, they can choose to use PlayHQ's Paypal Pay in 4 option which will enable them to split their entire order into 4 instalments over 6 weeks. Pay in 4 is subject to eligibility - read more about this option here.