Collections: Collecting payments for an activity - 🖥️

The life of a club is not just about matches and training sessions. To create bonds between members, we know that you organise many activities throughout the year. 

As a club admin, you can now manage your activities (camps, tournaments, end-of-year meals, team outings, extra-sporting events, etc.) on SportEasy and receive payments from your players. 

For more details: 

• Create a collection for an activity 

• Track payments and form responses from my participants 

• What are the fees? 

Create a collection for an activity 

From your club area, go to the Collections tab and choose Activity

Information

First, fill in the mandatory information about your activity:

• Name of the activity

• Date and time of the activity (mandatory only for the start date, but optional for the end date)

• Location of the activity

You can also fill in the (optional) information:

• Description

This field allows you to provide any useful information for participants to understand the registration process. You can also add any type of file.
 

Files can be downloaded by participants from the activity page, so remember to attach all documents necessary for registration (e.g. image rights forms to sign and attach to the form). Images will be displayed as thumbnails and can be used to illustrate the collection or provide information (e.g. communication poster).

•  Contact information

By default, this information will be filled in with the contact details of the administrator who authenticated the club's account with Stripe. You can edit these details to enter those of the person responsible for the activity.

💡 Please note 

• All information entered at this stage will be displayed on the first page of your collection.
• The creator of the collection will receive all notifications regarding payments and form updates. 
• On payment receipts, the information of the legal representative is shown. 

Prices

Set the different prices for your activity: 

Note: If this activity is the first collection you create, you will need to select the currency and commission management settings for your collections: find out more.

You can limit the quantity that can be purchased by each participant for each price.

E.g.: Allow a person to pay for only 2 meals, or to purchase only 3 tickets to attend a match.

Form

Create forms to be completed by participants and their guests; the following article will help you create your forms: Create and manage forms

Payment methods

One-off online payment is always enabled for all your collections.

You can also offer your participants the option to split their payment into 3 instalments; the payments will then be one month apart from the date of the first payment. The next 2 payments will be automatically debited from the participant's card.

Finally, specify whether members can use another payment method than bank card (e.g. cash, cheque, or even with pass sport...): 

Distribution

In this final step of creating your activity, decide how you want to distribute it and track participation. You need to define:

• The type of distribution:

  • A public collection will be accessible to all your members and also to people outside the club who have the access link.

  • A private collection will only be accessible to members you have invited to participate.

• The distribution period:

  • A collection without a distribution period will be open indefinitely from the moment it goes online.

  • If you set start and/or end dates, these will define the date from which participants will have access to the collection and the date from which no one can participate anymore.

• Notifications:

  • Organiser: if you enable these notifications, you will receive a reminder as soon as at least one person has participated in the collection within the indicated number of days.

  • Participants: if you tick this box, the members you have invited may receive automatic reminders several days after the collection goes online.

Once all your collection settings are filled in, your campaign is finally ready to be distributed.

You can also preview it, to check the information your participants will see.

Depending on the distribution settings chosen previously, you can choose whether or not to publish your activity, invite members, or distribute it via a link.

Note: before distributing your activity, make sure you have authenticated your account with Stripe to be able to collect payments.

Track participants in my activity

From the participants tab, track payments made by your members, send reminders, and view completed forms.

Overview

From this view, track the payment status of your participants as well as the form completion status.

You can invite, remind, and remove your participants individually or in bulk, using the bulk action button.

All data in this table can be sorted, filtered, and exported for more detailed management of your collection.

For each participant, you can view the details of their transactions as well as their form.

Form responses

This tab groups together all forms submitted by your participants; it allows you to know the number of participants in your activity and to view, edit, export, and transfer the data as needed.

Note: The label "Guest of ..." is displayed for each form linked to a participant who has made the payment.

For example: if Karim Bennatta has selected 3 prices, he assigns one to himself and assigns the other 2 to Julien Fichon and Mohammed Sitri (see screenshot above), these two are therefore guests of Karim.

Transactions

View here all transactions made on behalf of your participants. You can edit manually recorded transactions, but not card transactions.

Export all transactions if needed to integrate them into your accounting software.

What are the fees?

Managing activities can be completely free for your club if you collect payments in € or £: find out more.

If you collect payments in $US, $CA or CHF, fees apply to all online payments: find out more.