Collect Membership Payments

Collecting Memberships

Memberships are a core part of your club’s offerings, and Teamo allows you to customise them to meet the specific needs of your organisation. You can set up memberships as one-time payments or instalment plans, assign memberships to individuals, or allow members to purchase directly. This guide will walk you through how to create, manage, and assign memberships efficiently.

How to Create a Membership Product

Go to Manage Club from the main dashboard.
Select Club Products from the menu.
Click Create and select Membership.

Fill in the Product Details

Product Name: Enter a name and description for the membership product.
Xero Integration: Optionally, link your product to Xero for easy financial management.
Treasurer Only Option: Check this box to make the product visible only to club admins. It won’t appear in the public list, but can be assigned to members by admins.
Limited Availability: Set a timeframe for the product’s availability, such as for early payment offers or seasonal memberships.
Minimum Age Requirement: Specify the minimum age for members to purchase this product, which is useful for preventing juniors from buying senior memberships.

Setting Up Payments for Memberships

Choose Between Instalments and One-Off Payments

One-Off Payments: A single payment for the entire membership period.
Instalments: You can offer flexible payment options such as:
Scheduled Payments: Payments made on specific dates.
Periodic Payments: Payments made when the user selects a date or sets up a mandate.

Set Payment Details

Define the total cost and the number of instalments.
Specify the amount of each instalment, and whether the first payment is higher than the subsequent ones
You can also add a card charge or enable VAT if applicable.

Integrate Payment Processors

Connect Stripe or GoCardless to allow your members to make secure payments through these services.

Defining Member Access

Choose Who Can Purchase the Membership

Select Member Groups: Choose which member groups (e.g., First Team, Seniors, Juniors) will have access to this membership product. If left blank, the membership will be available to all.
Required if in Team: Enable this option if the membership is required for specific teams. Even if a member has another membership, they will still be prompted to purchase a product for the team(s) they belong to.
Join on Purchase: Automatically assign the member to a selected team or group when they complete their purchase. If you choose multiple teams, the member can select their preferred team at checkout.

Adding Concessions for Special Pricing

Create Concessions for Specific Groups

You can offer discounted rates or tailored pricing for specific groups, such as students or managers.
To add concessions:

Create your product and fill in the details.
Before saving, click Add Concession.
Enter the details for each concession, such as the group name and the discount amount.

There is no limit to the number of concessions you can add.

You can also make certain concessions treasurer only therefore only admins can assign the concession.

Ensuring Membership Payments Are Completed

Set Membership Requirements for Teams

To ensure memberships are paid and that members are prompted to pay, go to the Membership Requirement section under Club Products.
Select which teams require membership and set a due date for payment. This ensures that members are reminded to pay for their membership on time.

Assigning Memberships to Users

Memberships available to users will appear in their payment section. Members can select and purchase the membership that applies to them. Once purchased, the membership option will disappear unless it’s required by a team.
Alternatively, you can assign a membership directly to a user:

Go to the Payments Center.
Select the User you want to assign the membership to.
Click Assign Membership and select the appropriate membership. This will generate an invoice for the member to pay.

Do I need to integrate a payment processor for memberships?

Yes, to enable payments for memberships, you will need to integrate Stripe or GoCardless to process payments securely. This ensures that members can complete their transactions smoothly.

Can I link memberships to external accounting tools like Xero?

Yes, Teamo allows you to link your membership products to Xero, making financial tracking and management easier.

Can I limit the visibility of membership products?

Yes, you can make memberships Treasurer Only, meaning they won’t appear in public lists but can be manually assigned to members by club admins.

How do I ensure memberships are paid before members join teams?

By setting up Teams Requiring Membership in the Membership Requirement section, you can ensure that members pay for their membership before being added to teams. You can also specify a due date for payment to ensure timely processing.

What happens when a member purchases a membership?

Once a member purchases a membership, it will appear in their payment section during registration. If the product is required for a team, they will be prompted to pay when completing the registration. After purchase, the membership option will disappear, unless it is required for a team.

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