Applicable to: Club Administrators
Applicable to: All Sports
Application(s): Admin Portal > Competitions, Payment requests - Admin Portal > Competitions
Why Flexible Payment Options Matter
PlayHQ offers multiple solutions to help your club provide payment flexibility while ensuring it does not affect cash flow.
This article will cover the following:
- Available payment methods in PlayHQ for registrations
- Creating Ad-Hoc Payment Requests for participants and other payments
- Setting up Deferred Payments where you can collect a deposit and the remaining balance paid later
Secure Payment Processing
PlayHQ utilises online payment gateway providers Stripe and Hyperwallet, leaders in providing secure online payment collection services. All payments are secured to the highest industry standard.
All payments made during registration will display as 'PlayHQ' on your credit card or bank statement.
Available Payment Methods for Registrations
PlayHQ accepts a variety of secure online payment methods, providing participants with flexibility:
We accept including Visa and Mastercard
If you don't have a credit or debit card: You can purchase a valid debit card (commonly known as EFTPOS, VISA, or MasterCard Debit Gift Cards) and pre-load it using cash at various retail outlets including Woolworths, Coles, and Australia Post Offices.
This service allows customers to pay with one click using stored payment details, making registration faster and easier.
Note: You must have a PayPal account to proceed with this payment option.
Participants can pay in instalments using PayPal Pay in 4. This enables you to divide eligible purchases into 4 interest-free instalments.
This option eases the financial burden of paying fees upfront while ensuring that clubs and leagues receive their full fees upfront.
For Club Admins
• Clubs and leagues will receive the full registration fee from PayPal via the next disbursement
For those who have credit and debit card information stored in Apple or Google, we offer the ability to pay via these accounts without entering card details.
Please note: Apple Pay appears only when using a Safari web browser.
Creating Payment Requests
Administrators in PlayHQ can easily initiate payment requests, enabling payments to be made directly without the need for registration. This feature is perfect for collecting game fees, forfeit fees, interleague fees, tournament fees, event payments, and incident fines, where immediate payment is required.
How to create a payment request
- Log in to the Admin Portal
- Navigate to Shop
- Select Payment Requests
- Click on Add Payment Request
- Fill out the Payment Request details, including:
- Purpose of the Payment Request*
- Description
- Due Date
- Amount*
- Choose visibility: Visible or Hidden
After creation, all active payment requests will be displayed in list format.
How to distribute the payment request
- To distribute the payment request to a participant, a unique payment request URL is generated and accessible once the Payment request is created, as well as from the Payment Request list
- Simply copy this link and distribute it through your organization's preferred communication channel
How to run a report
To view details for each payment request:
- Navigate to Shop Orders
- Generate an Orders Report to track or report on payment requests
- Alternatively, run a Transaction Report to list all purchases associated with payment requests
Payment and summary page for a Participant
When participants click the unique URL sent for a payment request, they'll be directed to the Payment Request Summary page where they can view details and complete their payment.
Feature Availability
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.
Understanding Deferred Payments
Please note: Deferred payments is currently in BETA and may not yet but available to your club.
With deferred payments, you can give participants the option of paying at registration or paying by a due date. When participants choose to defer payment:
- PlayHQ handles the follow-up process with automatic reminders
- Participants receive a secure payment link to settle fees by the due date
- Registrations remain active regardless of payment status
- If payment isn't made by the due date, you can cancel the registration or contact the participant directly
Important Restrictions
This feature is only available on:
• Participant to Club registration forms
• Participant to Club Team registration forms
Only Club Player Fees (Basic or Advanced) can be deferred. These fees cannot be $0.
Please note: Admin Body or Association/League level fees must be paid upfront and cannot be deferred by the participant. This feature defers the player registration fees for your club only.
Setting Up Deferred Payments
- In the Admin Portal, navigate to Competitions Season Registration Form
- Toggle on Deferred Payment in the My Fees section
- Set the Due Date (must be before the end of the current season)
- Enter a Deposit Amount (optional)
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 set 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 by the due date you've entered.
Automated Payment Reminders
When a participant defers payment, PlayHQ sends automatic reminder emails at:
- 7 days before the 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 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
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 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
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.