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The Round Payments feature is typically used for leagues that collect payments with Round Signups. Often, there is a fee to play a round of golf in a league. With this feature, you can collect these fees from your players throughout the league season.
Players who respond to a round signup invitation in your league will be brought to a payment page to enter their credit card details. Once they pay for the round, they are placed on the roster for that round. The round payment is transferred to your Stripe Connect account. From there, you can withdraw the funds into a personal or company bank account. Click Here for instructions on setting up a Stripe account.
Note: Stripe charges a small fee per transaction. Please visit www.stripe.com to see their current pricing.
In this article, we will discuss setting up round payments, the player signup process, managing round payments, and handling refunds.
Setting Up Round Payments
To set up Round Signups with Payments, follow these directions:
Contact your Golf Genius Account Manager to enable this feature.
Set up Round Signup with Invitations.
Navigate to Rounds > Set Round Signup Invoice for the round where you'd like to open up payments (as shown below).
Select or enter the following:
Entry Fee: Entry fee for the round.
Payment Account: Select the Stripe account to which the payments should be transferred.
Select how you would like the Credit Card Fee Applied: Stripe charges a transaction fee on each payment (Click Here for current fees). For example, the fee on a $25 payment is approximately $1.02. Choose whether the player pays the fee or you absorb it:
Add Credit Card Fee to invoice amount (gross up): The fee is added to the invoice amount, and the player pays the credit card fee. For example, the player will receive an invoice for $26.02 ($25 + $1.02).
Do not add credit card fee to invoice amount: The fee is taken from the entry fee, and the player will not see the fee amount. For example, the player will only pay $25, the $1.02 fee is deducted, and you receive $23.98.
Payment Required at Time of Registration: Payment can be required or optional in order to register for the round (and be placed on the round roster).
Contact Person: Select which manager(s) should receive the payment confirmation emails when a player registers and pays. By default, a single manager is selected in the same order used for invoices in the Payment Center: the Communication Officer, then the Tour Manager, then the manager setting up the round invoice. If none of these apply, no manager is selected. This default also applies when you continue to the invoicing page through "More Options." For more details on the Contact Person selection, Click Here.
More Options: This option will take you to the invoicing page for the round payments, where you can customize the round invitation email. You can also customize the fees for specific players by clicking the "Amounts" tab (as shown below).
After setting the round payment options, click "Save & Open Registration" or "Save." If saving, registration can be opened later manually (Rounds > Open Paid Round Signups) or when scheduled from the Round Signup Center.
Player Round Signup Process
Players can register for a round on the portal or via email invitation (as shown below).
If payment is required at signup, the player will be directed to the payment page after completing the round signup form. On the payment page, they will be asked for their billing details first (as shown below).
After entering their billing details, they can enter their credit card information (as shown below).
The player will not be marked as confirmed to play until they have paid the fee (if required at time of registration). Once the player finishes the payment process, they will receive a confirmation email and be marked as attending on the round roster.
If you do not require payment at signup, the player will see the following message after completing the signup form (as shown below).
At this time, the player is marked as attending on the round roster. The player can pay the fee now or later. A reminder email will be sent to the player if the fee is not paid within 10 minutes. The player can pay the fee later through the reminder email or by visiting the portal.
Managing Round Signup Payments
With so many rounds and players, keeping track of all the payments can be tough. You can easily track payments in a couple of ways.
On the round roster, you will see red and green dollar signs (as shown below). Players with the green dollar sign have paid their round fee. Players with the red dollar sign have not yet paid their round fee.
To take a closer look at payments for a round, navigate to Rounds > Show Invoice. A summary of all the round payments in the league will be listed (as shown below).
Click a round to see each player's status, entry fee, payment date, and invoice number (as shown below). Players who are confirmed to play but have not yet paid are marked in red. This can happen when:
A manager added the player to the round.
Payment was not required at signup.
To take further action on a player, click "Actions" (as shown below).
Here, you can edit the amount being charged, mark the player as complimentary if they should not be charged, and mark them as paid by check or other means.
You can also use the Transaction History to filter and view round payment transactions.
Refunds and Transfers
After initial signup, sometimes a player needs to cancel their registration. When a player requests a refund for a round, it must be processed manually by a manager. The manager who takes the request should take the following actions:
Mark the player as "Not Attending" in the round roster. For more details on managing a player's round roster status, Click Here.
Manually refund the player's round signup payment (if necessary). For more details on refunding round signups, Click Here.
Additional Notes
If a round waitlist is used and a player is put on the waitlist, they will not be asked for payment unless they are moved from the waitlist to confirmed.
Guests are not allowed for rounds that require round payments.