Taking payment online
Card payments and renewing subscriptions, when the platform has a processor configured.
The ledger records money however it arrives β cash, a bank transfer, a card. When the platform has a payment processor configured, a member can also pay their tier or an event fee by card without anybody recording anything by hand.
Whether online payment is available is a platform setting, not a club one. If you do not see a pay button, the platform has no processor configured β talk to whoever runs it.
What gets charged
- The price always comes from your own records β the tier's fee or the event's price. A price cannot be set by whoever opens the checkout page.
- A tier that renews is billed as a subscription; a tier with a one-off joining fee is billed once. Putting the same figure in both would bill twice, so a tier is one or the other.
- An event fee is a single charge against a place somebody actually holds. Nobody on the waitlist is ever charged.
What happens afterwards
- The payment lands in your ledger with the processor's own reference, so it reconciles against a statement.
- The payer is emailed a receipt saying what it was for, when, and what period it covers.
- A membership payment makes them a member of the tier they paid for and moves their expiry β or grants a tier that never expires, without inventing a date for it.
- A refund is recorded as a negative entry against the original rather than by deleting it, so the ledger still reconciles, and the payer is told.
- A failed renewal flags the subscription past due and emails the member. Their membership is not cut off: a card that expires is a bookkeeping problem, and a human decides what to do about it.
Changing your club's currency is a re-price, not a conversion β the numbers stay and the label changes. It is refused while a membership subscription is still billing, because a processor cannot change the currency of a subscription it has already started.