Member credit management

Introduction

ManageMyMatch integrates with EposNow which holds member's credit balances. While we refer to this as a member's account, they do not actually have to be a member. Anyone can link to the club and choose to pay the club some money to set up a credit balance. This balance could, for example, be used to pay for bar items or court fees which the club can choose to make available even to non members.

Ways of crediting a member's account

A member's account is normally credited by the member themselves by selecting the Club credit tab in My account. Here the member may top up their balance with a debit or credit card.

Another way in which a member's account can be credited is by another member choosing to transfer some funds from their account to another.

A member may also pay money (in cash or any other form) at the bar and the till operator can credit the member's account at the till. Here's an article on how to achieve this on the till.

A club official can credit (and debit) a member's account by selecting a member in Manage members and choosing to Adjust members credit balance. Care should be taken when doing this as there needs to be a clear reason and/or receipt/payment of funds to back this up. 

Auto top up

Any member may select the auto top up option in the Club credit tab of My account. This will only work if the member has registered a credit/debit card to use on their account. Credit card(s) can be registered with MMM (via Stripe) in the Payment cards tab of My account.

A fixed amount (minimum £25) can be chosen by which ManageMyMatch will automatically top up a member's account when needed.

ManageMyMatch will perform an auto top up when there are not enough funds to make a payment. Once the credit has been applied any outstanding payments will immediately be applied.

Auto top up will not operate for payments that are made outside the ManageMyMatch user interface. Typically, this means that bar purchases on account will not cause an an auto top up if there are insufficient funds. In such a case the member will need to top up directly either at the bar till or on their mobile phone in ManageMyMatch.

Delayed payments

ManageMyMatch generally charges members on account at the time the facility/service is used. More specifically this means that:

• Court fees are paid for at the time the booking completes
• Event fees are paid at the time the event completes

There are a number of reasons why ManageMyMatch does this "at the last moment" but it mostly concerns the fact that it is only then that the applicable charge is known for certain. This policy is also only generally applied for micro-payments. Paid entry into a larger event that would typically involve a sum greater than, say £10, would be set up on a pre-payment basis.

One issue this introduces is the fact that when the charge is made (independently of the member using ManageMyMatch - in fact, for court fees, while they are walking off court!) the member may not have enough credit on their account. If charges were only applied in response to a members specific action on ManageMyMatch this issue need not arise as the system could simply prevent that action. But this is not how ManageMyMatch works - it works more along the model of, say, London Transport Oyster cards.

This issue is easily managed just like the Oyster card example. First the member is messaged to the effect that a payment could not be made and that a top up is requested. Second, the member gets a permanent and clear visual cue when they go to ManageMyMatch asking them to top up. Third the member is prevented from making further bookings until the charge has been successfully put through.

Importantly, any bookings, events or other "purchases" the member may have already in place are kept in place. Just because someone does not have the credit to pay for one booking is not going to affect their other bookings in any way. If the member fails to top up then subsequent charges will simply be put on the queue and each time the member will get a message requesting a top up. It may be, therefore, in rare circumstances, that the member may accrue several bookings in arrears. As soon as the member tops up then they will all be put through.

Reviewing members with payments in arrears

A club official can review which members have outstanding payments very quickly in Manage members. In the members list there is a column headed with a credit card icon that will show up in red if at least one member is in arrears. Each such member will be identified with a red credit card icon in that column. You can also filter for "Payment outstanding - needs to credit" in the "Choose an additional filter" column.

In addition, this information is provided as part of the financial summary provided in the Financials tab of Manage Clubs. The last item listed here is People who have outstanding fees (Requires topup). You'll see the total amount that members have failed to pay the club due to their failure to top up. There is a drill down here that allows you to see the amount per individual.