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Welcome to our Support Centre

Payment Requests: Collecting additional fees outside of registration

Applicable to: Admin Bodies, Association Administrators, Club Administrators (All Sports)
 
Application(s): Admin Portal > Shop > Payment Requests


This article will cover the following:

  1. Creating payment requests outside of the registration flow
  2. Distributing payment requests to participants
  3. Running reports on payment requests
  4. Understanding the participant payment experience

What are Payment Requests?

Payment Requests provide administrators with the flexibility to initiate payments on an as-needs basis, without requiring participants to go through the registration process. This feature is invaluable for scenarios such as:

  • Game fees
  • Forfeit fees
  • Interleague fees
  • Tournament fees
  • Event payments
  • Incident fines

Creating a Payment Request

  1. Log in to the Admin Portal
  2. Navigate to Shop
  3. Select Payment Requests
  4. Click on Add Payment Request
  5. Fill out the Payment Request details, including:
    • Purpose of the Payment Request* (required)
    • Description
    • Due Date
    • Amount* (required)
  6. Choose visibility: Visible or Hidden

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After creation, you will find a list of all active payment requests displayed in list format:

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Tip

Payment Requests can be used for one-time payments that fall outside of your regular registration flow. They're an excellent way to collect additional fees throughout the season.

Distributing Payment Requests

To distribute the payment request to participants:

  1. Locate your payment request in the list
  2. Find the unique payment request URL that is generated after creation
  3. Copy this link by clicking the Copy Link button
  4. Distribute the link using your organisation's preferred communication method (email, messaging app, etc.)

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Important

The URL is a public link - anyone with access to this link can make the payment. Only share it with your intended recipients.

Running Reports on Payment Requests

To track and monitor payment requests:

  1. Navigate to Shop Orders to view individual payment request details
  2. For comprehensive tracking, generate an Orders Report by clicking the Download Orders Report button
  3. Alternatively, run a Transaction Report to list all purchases associated with payment requests

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What information is included in the Orders Report?

The Orders Report includes details such as:

  • Payment request purpose
  • Amount
  • Due date
  • Payment status
  • Participant information (if payment has been made)
How do I know if a payment has been made?

You can check payment status in two ways:

  1. In the Orders list - completed payments will show a status of "Paid"
  2. In the downloaded Orders Report - there will be transaction details for completed payments

Participant Payment Experience

When a participant receives and clicks on the payment request URL, they will be directed to a Payment Request Summary page where they can:

  • View the payment request details
  • See the amount due and purpose
  • Complete the payment using their preferred payment method

For more details about the participant experience, click here.

Best Practices

  • Include clear descriptions so participants understand what they're paying for
  • Set reasonable due dates to give participants enough time to complete the payment
  • Follow up with reminders if payments are approaching their due date
  • Run regular reports to track outstanding payments