Track payments made by members

This article provides information on how club Webmasters can track payments completed by members to the club.

Quick links:

View transactions Export transactions
View assignments Export assignments
Change the tagged member Cancel a member's subscription
Incomplete payments Refund a member's transaction
Record a manual payment Contact Support

View transactions

The Transactions page lists each payment processed through your Pitchero Club website, including any payments manually added within the club control panel.

Step-by-step guide:

  • Go to your club control panel
  • Click 'Shop and payments' from the left-hand menu
  • Click 'Transactions' from the sub-menu

If the value in the Revenue column is blank, it means the payment is still being processed by the payment provider. Once the money has reached the club's account, the value in the Revenue column will show.

You can use the filtering tools to narrow down the payments to a specific product, payment status or date range.

View assignments

Assignments are created for each purchase made through the website or Club app. Assignments can also be created by the club where the member is requested to buy the product.

Step-by-step guide:

  • Go to your club control panel
  • Click 'Shop and payments' from the left-hand menu
  • Click 'Products' from the sub-menu
  • Click on the product name
  • View which members have paid for the product, and which member's haven't paid
  • Click on the member's name to view more information on the specific assignment

You can use the filtering tools to narrow down assignments by status, variant, member role or associated team.

Change the tagged member

If an email address changes or a product is assigned to the wrong member, you're able to change the tagged member to reassociate the assignment or payment of a product.

Step-by-step guide:

  • Go to your club control panel
  • Click 'Shop and payments' from the left-hand menu
  • Click 'Products' from the sub-menu
  • Click on the product name
  • Click the assignment that needs changing
  • Click 'Tagged Members'
  • Click 'remove' on the existing tagged member
  • Click the 'checkbox' next to the correct member that needs tagging

Incomplete payments

Step-by-step guide:

  • Go to your club control panel
  • Click 'Shop and payments' from the left-hand menu
  • Click 'Products' from the sub-menu
  • Click on the product name
  • Click the filter funnel icon
  • Click 'Filter by status'
  • Select 'Not Paid'
  • Click 'Apply filters'
  • Click 'Request payments' if you wish to send a payment reminder to these members

A payment request alert will be sent to the members with a 'Not Paid' assignment.

A payment request should not be sent to a member with a failed payment.

Record a manual payment

We encourage clubs to collect payments through the website as much as possible. This saves valuable time for volunteers and ensures payments are collected into the correct account.

If the member has elected to pay the club by another means, you can still record this in your club control panel.

Step-by-step guide:

  • Go to your club control panel
  • Click 'Shop and payments' from the left-hand menu
  • Click 'Products' from the sub-menu
  • Click on the product name
  • Locate the member's assignment (if the member isn't already assigned, assign them to the product, but untick the payment request alert)
  • Click 'Add manual payment' in the top corner of the page
  • Enter the amount the member has paid
  • Enter the variant the member has paid for (if appropriate)
  • Enter the member's method of payment
    • Cash
    • Bank transfer
    • Cheque
  • Enter a note (if appropriate)
  • Click 'Add'

The club can record manual payments on one-off products only. The club cannot record a payment manually for a product with multiple instalments. 

Instead, the club should encourage the member to pay for the product directly through the website or Club app.

Export transactions

The club can export transactions to a CSV file through the club control panel.

This is often used for secondary reports produced by clubs and providing payment information to the HMRC.

The transactions export provides the following information:

  • Payment date
  • Buyer's name and who they paid for
  • Product (and variant selected) name
  • Payment status
  • Payment method
  • Whether the selected Gift Aid
  • Note

Step-by-step guide:

  • Go to your club control panel
  • Click 'Shop and payments' from the left-hand menu
  • Click 'Transactions' from the sub-menu
  • Click 'Export results'

The CSV file will be automatically downloaded to your desktop ready for you to view.

Export assignments

The assignment export provides an overview of the purchase made by the member. This information includes:

  • Date assignment created
  • Buyer's name and who they bought the product for
  • Product (and variant selected) name
  • Assignment status
  • Whether the buyer selected Gift Aid
  • Payment form

Step-by-step guide:

  • Go to your club control panel
  • Click 'Shop and payments' from the left-hand menu
  • Click 'Products' from the sub-menu
  • Click on the product name
  • Click 'Export'

The CSV file will be automatically downloaded to your desktop ready for you to view.

Cancel a member's subscription

If the club has agreed to cancel the member's subscription, you can action this within your club control panel.

You can only cancel a member's subscription if they have purchased a subscription product from the club (not a one-off product).

Step-by-step guide:

  • Go to your club control panel
  • Click 'Shop and payments' from the left-hand menu
  • Click 'Products' from the sub-menu
  • Click on the product name
  • Locate the member's assignment
  • Click on the member's name
  • Click 'Subscriptions'
  • Click 'Cancel' on the right-hand side of the page

This will cancel the member's subscription for this product with the payment provider, ensuring no future payments are collected for this product.

The subscription will also be marked as cancelled in the Payments area of the member's account.

Refund a member's transaction

If the club needs to refund a member's payment to the club, this is managed directly with the payment provider account connected to your website.

For more information on how to process refunds for the two providers that are supported please see their help guides below:

When the transaction has been refunded within your chosen payment provider account, the payment record in Pitchero will be updated to reflect the change.

Contact Support

If you have any questions regarding tracking payments made by members on your Pitchero Club website, you can contact our dedicated support team via the form below.

When contacting support, it's important that you provide as much relevant information (including steps taken, links and screenshots to relevant pages) so we can help to resolve the query as quickly as possible for you.