Collections: Collecting payments for pre-orders - 🖥️

Generating additional income is a priority for club managers.

Organising one-off sales during the season is a good way to quickly raise extra funds. 

Your shop and your refreshment bar can fulfil this role, but stock management is often a headache and can be a risk in terms of initial investment if sales are not sufficient.

SportEasy allows you to plan ahead by collecting payments from your members first through a pre-order. You can then confidently order from your suppliers, based on the quantity of each product.

As a club admin, you can put up for sale products ranging from new tracksuits for the season to different menus for the end-of-year meal, as well as club-branded goodies! 

Contents 📖 

• Prepare my pre-order on SportEasy

• Track my members' payments 

• What are the fees? 

Prepare my pre-order on SportEasy 

From your club area, go to the Collections tab and choose Pre-order

Information

• Name your Pre-order to find it more easily (required)

You can also fill in the (optional) information:

• Description

This field allows you to provide any useful information to help buyers understand the pre-order process. You can also add any type of file.

Files can be downloaded by participants from the pre-order page, so remember to attach all relevant documents (e.g.: size chart). Images are 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 account with Stripe. You can change these details to those of the person responsible for the pre-order.

💡 Please note 

• All information provided at this step will be displayed on the first page of your collection.

• It is the creator of the collection who will receive all notifications about payments and form updates. 

• On the payment receipts, it is the legal representative's information that will be shown. 

Products

1. Create your products by setting a name and price (required)

2. Add a description and a limit per order (optional)

3. Add up to 4 photos per product (optional)

4. Choose whether or not to limit the quantity per order (optional)

Find the list of your products and add as many as you like:

Payment methods

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

You can also offer your participants the option to pay in several instalments, with the payments spaced one month apart from the date of the first payment. 

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

Distribution

In this final step of creating your pre-order, 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 as well as 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 is published.

  • If you set start and/or end dates, they will define when participants can access the collection and when no one can participate anymore.

• Notifications:

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

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

Preview

You can access a preview of your pre-order at any time during its creation process, using the "Preview" button at the top right of the screen.

See what your members will see when they take part in your pre-order: You'll feel more confident inviting people and starting to collect payments!

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

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

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

Track my members' payments

Overview

From this tab, track payments made by your members, send reminders and view details of each order.

You can invite, remind and delete your participants individually or collectively, using the bulk actions 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 order and their transactions.

Transactions

Here you can view all transactions made on behalf of your participants. You can edit transactions recorded manually, but not card transactions.

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

What are the fees?

Managing pre-orders can be completely free for your club if you collect payments in € or £: learn more.

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