Registration Settings - Club Pays Option (USA)
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How can I, as a club admin, update the Registration Settings and Club Pays option that my club offers?
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How can I, as parent organisation, see all Club Pays Invoices?
Registrations Settings allows the club admin to choose which Club Pays option their participants will register with. If Auto Payment or Manual Payment is selected, the club will be emailed an invoice each month.
Registration Settings
- Payment Settings > Registration Settings
- Default is ‘Player Pays’
- Clicking “Change” provides 3 options
- Player Pays: the default for Rugby Xplorer where all participants (players, admins, coaches, etc.) will register and pay using their debit/credit card at the point of registration.
- Auto Payment: when participants register, they will not pay for their registration through Rugby Xplorer. A Club Pays invoice will be paid by the entity’s saved card automatically on the 5th of each month (for the previous month).
- Manual Payment: when participants register, they will not pay for their registration through Rugby Xplorer. A Club Pays invoice is generated on the 5th of each month (for the previous month) and will need to be paid through manual credit card entry or check.
- Please note, a parent entity can choose to enforce Player Pays only.
Note
- Any registrations that have occurred in the current month and not included in an invoice can be seen by clicking “view”. The rego ID, name, date and amount will appear listed on the page.
- Clubs can see the details of each invoice by clicking the “Download” icon. There is also an option to “Email Invoice”, which will send to all club admins.
- Club admins will receive an Upcoming Invoice Notification on the 1st of each month and the invoice on the 5th of each month.
- The invoice is due on the 19th of each month (if not automatically paid by the entity's card).
- The original invoice will be sent of the 12th and 19th of each month, if not paid.
- A reminder invoice will be sent every 7 days after the 19th continuously, until paid.
Club Pays Invoices
- Invoices can have 1 of 4 statuses:
- Paid: invoice has been paid.
- Pending: invoice has been generated and is outstanding.
- Failed: invoices could not be paid by the entity’s card and is outstanding.
- Cancelled: invoice has been cancelled by national admins.
- Parent Organizations can report on their clubs that have chosen Auto or Manual Payments in their Registration Settings and the status of their invoices.
- Payment Settings > Club Pays Invoices
- An example invoice is below:
USA Rugby Club Pays Invoice
| Bill To:Club name | Tax Invoice: | xxx |
| Customer Id: | xxx |
| Period | Due Date 19th [Month] | |
| Date From | Date To | Date |
| Description | Quantity | Unit Price | Tax Amt | Total Amount |
| Player Name – Registration Date – Registration ID | 1 | $ | $ | |
| Parent Organization | $ | |||
| USA Rugby | $ | |||
| RX Systems | $ |
|
||
| Invoice Grand Total | $ |
Terms Due upon receipt.
Please pay via Credit Card in the Rugby Xplorer Portal or pay by cheque, send to the address below.
Auto Payment
Auto Payment will automatically charge the club’s entity card each month.
If an invoice has a status of ‘Failed’, the payment was unsuccessful. Clubs will need to pay their invoice using the manual payment options below.
Manual Payment
Clubs have two options for Manual Payment of their ‘pending’ invoices:
- By Check
- If you are paying by check, please send $XX to the following address, made out to United States of America Rugby Football Union, Ltd.
501 S. Cherry St, Suite 100
Glendale, CO 80246
USA
- By Card
- Clubs enter in their credit card details and click “Pay Now”