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The Website tab contains the Landing page that can be set for Members when they connect to PayCloud. Initially this is typically set to display Statements. Oftentimes, however, Clubs accepting online payments may choose to change this to Make a Payment.
Club Settings - Payments
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Turn on email notifications to your Members by checking the Payment Processed and/or the Payment Error settings as shown below. When Payment Processed setting is enabled, an email will be sent to Member confirming successful payment. Payment Error setting generates an email to Member when payment was attempted, but not successfully processed. For Non-ETS V3, the payment notifications are delivered by the payment processor you are using.
Manage your System
Member’s have the ability to set up and interact with their payment information. If they have any issues during setup or while maintaining their accounts, you can guide them through the process or complete it for them.
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Please Note: Password must be longer than six digits, needs one uppercase character, and one numeric character.
Reports
Payment History
This report contains the payments made by Members using the PayCloud system. The report can easily be filtered (using the predefined filters) and/or customized (using the date range feature) to quickly display the data desired. Easily view payments from Today, the Past Week, Past Month. Also, for Clubs with Autopay enabled, easily view the payments based on status Successful or Unsuccessful.
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NOTE: In the event a payment is rejected by the Processor (which can take up to (3) days), it is important to use the Merchant Reporting available from the Processor to identify the adjustment that must be manually input into the Office batch(es) for rejections. These do NOT automatically flow through to the Office system. To delete a rejected transaction, while in Approve Payment Batches, expand the batch with the rejection, highlight and right-click on the row/transaction (rejection) to delete, and select Delete.
Plastiq Assistance
If your Club offers Members the ability to pay using Plastiq, the following information will be useful when assisting Members making a payment.
First Time Plastiq Payments
When a Member clicks to make a payment online utilizing Plastiq, the Plastiq portal will load through the PayCloud site. The Member will need to register in the system if they have never used the Plastiq system before. Once registered, the system will log them directly into the system. Registering in Plastiq is suggested ONLY if the Member would like to save their payment method for future use.
Plastiq AutoPay Feature
Plastiq recently rolled out an auto-pay feature. This would need to be initiated and set up with Plastiq and would then need to be communicated with the Members. There is not an interface with PayCloud or Office with the Plastiq auto-pay feature. Because the fee associated with the transaction is passed to the Member, the Club must first invite the Member to participate in the auto-pay feature. Once Member accepts, then the Club will have the access to take the Member’s account, enter the amount to be drafted, and then proceed with processing the payment.
Best Practices
When adding a new System User and creating the password, the password must be longer than six digits, needs one uppercase character, and one numerical character.
When adding a new System User, use the Staff Member’s email address when creating a Username. Typically, the email address is unique and will not be be duplicated by another user.
To obtain current information on ACH, or Credit Cards, you have the option to contact your payment processor and they export the information to a CSV file for an easy upload. This process tends to vary so if you have any questions please contact Clubessential for clarification.
Reconcile Processor data to Clubessential/Paycloud data timely, ensuring any rejections are manually adjusted in the Office batches.
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