Each new season is marked by the management of (re)registrations.
A key period for all clubs, we know how busy this time can be for club officials.
As a club admin, you can centralise the tracking of memberships and receive payments from your members.
I create my first membership campaign
Within my team/club, click on the Collections tab in the main menu to create your first campaign. Then choose Memberships and follow the different steps.
First step: Information
You must specify the following (mandatory) information:
- Name of the membership
- Validity period of the membership
This is not the period during which participants can pay, but the period during which they will have access to the service that my club is selling them.
To fill in this field, I can ask myself the following questions, depending on my needs: How long will my member's licence be valid? What is the duration of the stay/course? On what date(s) will the tournament/match take place?
You can also fill in the (optional) information:
- Description
This field allows you to provide any information useful for understanding the registration process for your future members. You can also add any type of file.
Files can be downloaded by participants from the membership page, so remember to attach all documents necessary for registration (e.g. club charter to be signed and attached to the form). Images are displayed as thumbnails and can be used to illustrate the collection or provide information (e.g. promotional 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 edit these details to enter those of the person responsible for the membership.
NB: All information entered at this step will be displayed on the first page of your collection.
Second step: Prices
If this is your very first collection, before creating your prices, you must choose the currency in which you wish to collect payments from your members.
Please note: you will not be able to change this currency once your choice has been saved.
If you choose Euro (€) or Pound Sterling (£), the commission setting defined by default for this collection will be the tip option, no fees will apply for your association (you can change this setting for your other collections).
If you choose US Dollar ($US), Canadian Dollar ($CA) or Swiss Franc (CHF), then you will need to choose the commission setting to apply by default to your collections (you can change this setting for your other collections).
Once your currency and commission settings are defined, list the different prices offered by your club in the pricing table of the collection.
Add as many different prices as necessary. For example, you can have a price for returning players and a price for new players.
Third step: Form
Create forms to be filled in by members, the following article will help you create your forms: Create and manage forms
Since the 2025 season, it is possible to configure parent forms in addition to standard forms to directly link parent profiles, often payers, to their children's profiles.
To find out more: Player parents - Fill in the Parent form in collections
Fourth step: Payment methods
There are several payment methods available in SportEasy collections:
The one-off online payment in a single installment
It is by default always enabled for all your collections.
This option can be enabled by clicking on the associated button. Several scheduled payments will appear with the default choice of "3x at 1 month interval".
The other default options are as follows:
| Plan | Payment frequency | Total duration |
|---|---|---|
| 3 payments | 1 per month | 3 months |
| 12 payments | 1 per month | 12 months |
| 4 payments | 1 per quarter | 12 months |
| 2 payments | 1 per half-year | 12 months |
If none of these plans suit your needs, you can offer other payment schedule options.
A list of options is then offered, with schedules ranging from 2 to 11 instalments, with intervals from 1 to 6 months between payments.
You can select as many options as you wish to offer your participants, who can then select the one they prefer.
NB: Payments can be spread over a maximum period of 12 months.
The first payment will be taken immediately upon registration, then the following payments will be debited automatically on the scheduled dates and shown in the list of transactions.
Offline payments, i.e. any payment method other than bank card (e.g. cash, cheque, or even with pass sport...).
This payment method can be combined with online payment. The participant can split the total payment by paying online in one or several instalments and indicating the remainder not paid online.
Fifth step: Broadcast
In this final step of creating your membership, decide how you wish to distribute it and track participation. You must define:
-
Type of broadcast:
A public collection will be accessible to all your members but 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.
-
Broadcast period:
A collection without a distribution period will be open indefinitely from its publication.
If you set start and/or end dates, they will define the date from which participants have access to the collection and the date after which no one can participate.
-
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 specified number of days.
Participants: if you tick this box, the members you have invited can receive automatic reminders several days after the collection is published.
Once all the settings for your collection are filled in, your campaign is finally ready to be distributed.
You can also preview it to check the information your participants will see.
⚠️ Before you can invite your members to your membership campaigns, you must authenticate your account by adding your bank details.
Once your account is validated, you can distribute your collection directly by inviting members or sharing a link, depending on the distribution settings you have chosen.
What bank details need to be provided?
To guarantee the security of your financial transactions, SportEasy has set up a partnership with Stripe.
The bank details are those provided by the club.
1. My club has validated its account on Stripe:
You can create your membership campaign. The funds will go to the bank account entered by the club on Stripe.
2. My club has not yet validated its account on Stripe:
One of the club administrators must complete this step. The list of documents to be provided is specified in the following article: What documents do I need to provide to authenticate my account?
⚠️ You will only be able to collect payments once Stripe has validated your account.
Are there any fees?
Membership management 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.
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