Overview

This guide overviews Admin setups for PayCloud that will affect how the member will interact and engage with the payments system.

Required Permissions

• Paycloud Admin

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.

Club 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,

1. Click on System

2. Select Club Settings.

3. 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.

1. 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.

2. Elevate Spouse Privileges - Allows spouse members to view statement details when logging into Paycloud from the website.

3. 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.

4. 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.

5. 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.

6. Statement Logo - The logo appearing on the Statements may be changed here by clicking the Change button.

7. 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. 

8. Past Due Message - The message that will display on a member's statement when they have a past due balance.

9. 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 Details to group by AR Account.

Users can set PayCloud to allow members to:

1. Break out payments to specific accounts.

2. 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 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 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 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, 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

• 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.

FAQs

• Q: What if our Club does not want to allow Members to schedule a payment on a certain day or days of the month (ie - month end)?

• A: Use the blackout feature to prevent Members from making/scheduling payments on a certain day.  Click here for more info.

• Q: How do I change the landing page my Members see when they first log-in to Paycloud?

• A: Go to System, Club Settings, Website Tab.  Click here for more info.

• Q: How do I batch my PayCloud payments and post them?

• A: PayCloud automatically batches and sends payment batches to the Clubessential Office system.  To post, go to Membership, Approve Payment Batches, select batch to post, and click post.  For more info, click here.