Setting up deferred payments for club registrations

Applicable to: Club Administrators

Application(s): Admin Portal > Competitions > Season > Registration

This article will cover the following:

1. How deferred payments work for your club
2. Setting up deferred payment options
3. Configuring due dates and deposits
4. Monitoring outstanding payments
5. Understanding payment schedules and reminders

Related articles:

• Registration ready
• Participants: Using deferred payment options during registration

Overview

Deferred payments give your participants flexibility to register immediately while paying club fees by a later due date. This feature helps remove financial barriers at registration time while ensuring your club still collects fees within your season timeline.

When enabled, participants can choose to pay club player fees upfront or defer payment until your specified due date. PlayHQ automatically handles payment reminders and provides secure payment links for outstanding balances.

This feature is currently available for Participant to Club and Participant to Club Team registration forms only.

⚠️ Note: This feature is being trialled with a limited audience. If unavailable in your admin portal, it may become accessible at a later date.

Prerequisites

Before setting up deferred payments, ensure you have:

• Club Player Fees configured with a value greater than $0 (Basic or Advanced fees)
• An active registration form using Participant to Club or Participant to Club Team format
• A due date that falls before your current season end date

⚠️ Important: Admin body, association, and league-level fees cannot be deferred and must be paid upfront during registration.

Enabling deferred payments

Configure your registration form to offer participants payment flexibility.

1. Access your registration form
   1. Navigate to Competitions > Season > Registration > Form
   2. Locate the My Fees section
   3. Find the Deferred Payment toggle
2. Accepting deferred payments
   1. Toggle Deferred Payment to ON
   2. The system will display additional configuration options
   3. Continue to configure your payment terms

Setting payment terms

Define when participants must complete their deferred payments.

1. Configure due date
   1. Select your Due Date from the calendar picker
   2. Ensure the date falls before your season end date
   3. This date determines when outstanding payments must be completed
2. Set deposit requirements (optional)
   1. Enter your Deposit Amount in the designated field
   2. Leave blank if no upfront payment is required
   3. Example: $100 player fee with $20 deposit = $20 paid at registration, $80 due by due date
3. Save your settings
   1. Review all configuration details
   2. Click Save to activate deferred payments for new registrations

Understanding the payment process

Automated reminder schedule

PlayHQ automatically sends payment reminders to participants with outstanding balances:

• 7 days before due date: First reminder with balance and secure payment link
• On the due date: Final reminder before payment becomes overdue
• After due date: Overdue notice with payment link still available

Each reminder includes the outstanding balance and a secure payment link hosted by PlayHQ.

Monitoring outstanding payments

Track participant payment status through the PlayHQ Admin Portal.

1. Access payment overview
   1. Navigate to Competitions > Season > Participants
   2. Locate the Payment column and review the payment status of a player's registration
2. Understanding payment statuses
   • Paid: All fees completed (upfront or deferred payments settled)
   • Pending: Deferred payment not yet due or completed
   • Overdue: Payment due date has passed without settlement
3. View detailed payment information
   1. Click View next to any participant's name
   2. Review order total versus outstanding balance
   3. Access their secure payment link if needed for direct sharing

Important considerations

Impact on team allocation and participation

Participants with deferred payments remain active and registered regardless of payment status. You can allocate them to teams and allow participation just like participants who paid upfront.

Consider establishing internal processes for managing overdue payments, including whether to maintain team allocation or contact participants directly for payment resolution.

Financial planning and cash flow

• Deposit payments are processed immediately according to PlayHQ's standard payout schedule
• Final deferred payments trigger payouts once completed by participants
• Transaction reports include deferred payment details for reconciliation and financial planning

Frequently asked questions

Can we use deferred payments for all our registration fees? Deferred payments only apply to Club Player Fees (Basic or Advanced). Admin body fees, association fees, player memberships, and merchandise must still be paid upfront. This ensures governing body requirements are met while providing flexibility for your club-specific fees.

What happens if a participant doesn't pay by the due date? Participants remain registered and active even when payments become overdue. PlayHQ continues sending reminder emails with secure payment links. Your organisation can choose to cancel registrations, restrict participation, or contact participants directly to resolve outstanding payments based on your club policies.

Are there additional costs for using deferred payments? No additional fees apply beyond PlayHQ's standard transaction costs. The feature is included as part of your existing registration management capabilities.

Can participants pay their balance in multiple instalments? This feature supports only two payment options: full payment upfront, or deposit plus single balance payment. For instalment options, participants can use PayPal Pay in 4 during checkout to split their total order into four payments over six weeks (subject to eligibility).

How do deferred payments appear in our financial reports? PlayHQ's transaction reports include comprehensive information about deferred payments, showing both completed and outstanding balances. This supports your reconciliation processes and provides clear visibility of expected future income from registered participants.

When do we receive payouts for deferred payments? Deposit payments follow PlayHQ's standard payout schedule immediately after collection. Balance payments trigger payouts once participants complete their deferred payment, ensuring you receive funds promptly after collection.