Table of Contents
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Accessing the Tool
login to your PayCloud Admin Site via the admin URL provided to your club.
System - Getting Started
When your Club makes the decision to use PayCloud and Autopay, Clubessential will assist in basic setup, including converting the payment token for use. Many settings, however, are easy to use, and enable you to define/manage the process.
Video OverviewClub Settings - Auto Pay
Enable Auto Pay
Once the token has been converted, to get started with Auto Pay, you must first enable or Turn On Auto Pay, for your club. To do so, click
Click on System
Select Club Settings.
From here, select the Auto Pay tab across the top. Turn on either or both Auto Pay options (Auto Pay - ACH or Auto Pay - Credit Cards) depending on your Club’s requirements.
Please Note: These features are only available to clubs with CE Payments, Elavon (ETS) or PaySimple. The ability to turn on Auto Payments for other processors is not a possibility at this time.
Allow Partial Payments
Next, determine whether your Club will allow partial payments or whether your Club will require the full statement balance to be paid. To allow partial payments, check the Allow Partial Payments box.
Blackout Dates
Then, optionally define blackout dates to prevent auto payments from being scheduled by Members. This feature helps Clubs manage Cash Flow, Club Payments and Processing in a timely and effective manner. Users can Blackout days for One-Time Payments as well as Scheduled Payments.
For example, blocking out the first or last few days of the month may be helpful to ensure a smooth month-end process. Place a check in the box next to the day(s) to black out. Checking Last Days of Month will block out the 28th through the last day of the month.
Please Note: If there are currently Scheduled payments date set, the club will be unable to blackout those dates. The Admin can log into the member's Paycloud Profile and reschedule the Payment. Then they can blackout the date.
Informational Message
You can optionally display a message/admin email on the Make a Payment page, to better assist members in configuring payments.
Please Note: The Contact Me Regarding Auto Pay does work and will send to whichever email address is listed in the settings above.
Club Settings - Statements
The Statements tab contains information relevant to statement settings and appearance.
Statement Publish Date - This date feeds from CMA. If this needs to be changed, check the date under System, System Settings, Membership in the CMA.
Elevate Spouse Privileges - Allows spouse members to view statement details when logging into Paycloud from the website.
Elevate Dependent Privileges - Elevates privileges of Dependents to view statements, gift cards, and credit book balance of the linked Billing Member. Dependents, upon logging in, are then able to view the main Billing Member’s statements, gift card balances, and credit book balances.
Group Statement Details by Member - Organize the details of the statement by each member in the member family.
Please Note: Cannot be selected at the same time as Group Statement Details by AR account.Group Statement Details by AR Account - Organize the details of the statement by each AR that has transactions.
Please Note: Cannot be selected at the same time as Group Statement Details by Member.Statement Logo - The logo appearing on the Statements may be changed here by clicking the Change button.
Keep Statements For - Determines the number of months statements will be viewable online for the Members. After selected time, the system will purge older records.
Past Due Message - The message that will display on a member's statement when they have a past due balance.
Hide Member Minimums - Disables the Minimum information that shows at the bottom of a member's statement.
10. Service Charge Column Name - The name of the service fees assessed to on the member payments.
Multiple AR Accounts
Within Club Settings and Statements, Users can set the Statement view Details to show Multiple group by AR AccountsAccount.
Users can set PayCloud to allow members to:
Break out payments to specific accounts.
Have the payment data split into specific accounts without member intervention.
Users also have the ability to change the Statement Display Name of each account to avoid confusion. Display Name can be accessed from Club Settings, then AR Accounts.
Club Settings - Website
The Website tab contains the Landing page that can be set for Members when they connect to PayCloud. Initially Initially this is typically set to display Statements. Oftentimes, however, Clubs accepting online payments may choose to change this to Make a Payment.
Payment Notifications
Users Users have multiple options for changing Payment Notifications for Members and Admins
Member Notifications
Turn on email notifications to your Members by checking the Payment Processed and/or the Payment Error settings. 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.
Please Note: The error notification is only for CE Payments.
Missing Missing Payment Account, if checked, will send a reminder to the Member three days before the scheduled payment date for all those without an associated payment account.
Admin Notifications
Users can edit Admin notifications to send when a Payment has Failed, and update the email to which the notification will go, under Club Settings, then Payment Notifications. If you would like to add multiple email addresses, separate with a comma.
Failed Payment Reasons
When a payment fails
for one of the reasons listed below, PayCloud will send a notification to the Member & Club Staff telling them which problems their enrolled accounts ran into so that they can fix the enrollment before submitting another payment. Return Reasons for failed payments can also be viewed by Clubessential Support & Club Staff from the Payment History Report → Edit → Response → Response Text.
Best Practices
FAQs