Registration: Payment Section – SwimTopia Help Center

Select Payment from the menu to configure how new registrations will be paid.

Covered in this Article:

Enabling the Payment Section
Credit Card Processing with WePay
Checks Payments
Payment via Private Account
Discount Codes

➧ Enabling the Payment Section

You must check the box to "Enable this section" in order for this page to display to your members. It is not enough to just check a payment option on the page. Then enter a page title and any descriptive text or payment policies.

➧ Credit Card Processing with WePay

WePay is a secure payment processing service operated by Chase Bank that enables easy online payments, eliminating the need to track a paper trail of check payments. With no setup costs and no monthly fees, WePay is the preferred payment processing partner of SwimTopia. It is essentially a banking relationship, so you can feel safe knowing that like any bank, WePay is required by law to be secure.

>>Note: WePay is our only online payment vendor for new customers.

How does the process work?

With WePay, secure card number input and approval will take place on the WePay.com site. CC#s are never collected or stored on SwimTopia's servers. After successful processing, your users will automatically return to your team's registration confirmation page.

(if interested ➞ See 2020 WePay Online Payment User Interface Change made due to security-related changes to web browser software.)

They will also reveive an email receipt confirming the payment amount, team name and how the charge will be captured on their bank statement, along with a separate registration confirmation and activation email. For a detailed view of what your members experience when registering

➞ See Team Registration for Parents.

A designated admin (usually a Treasurer or Registrar) will also receive a payment confirmation email for each transaction.

How do you accept online payments?

To accept credit card payments through WePay, click the Enable payment via credit card (using WePay as processor) checkbox.

>>Note: Select the checkbox to "Automatically approve registration after successful payment" if you want your WePay registrations to automatically display under the "Approved" status within the View Registrations page. If not selected, you will have to manually approve/reject each registration.

Not set up with an account on WePay yet?

Click the Setup WePay Account button to complete setup through your SwimTopia site.

➞ See the WePay Configuration tutorial for account setup instructions.

Once your account is configured and active, return to your registration form Payment page, where you will see a message that your WePay account is setup.

Is there a problem with your account?

Although rare, there are times when WePay needs to request information due to KYC (know your customer) banking regulations, or disables your account if inactive more than 540 days, so it’s best to confirm at the start each season.

How do I fix the issue? Click on the WePay Settings button to reach your WePay Configuration page where you can click on your Account ID to login and find out what WePay needs from you.

Got Questions?: Go to WePay Support for any questions specific to setting us your account once you are no longer on your SwimTopia WePay Configuration page.

>>Tip: Don't save this until right before opening registration. WePay does not work on weekends and although we try our best to help in our off-hours, we cannot do anything about your WePay account without WePay's involvement.

➧ Checks Payments

To allow check or other private payments, click Enable payment via check (offline) and enter your check payee and address information.

➧ Payment via Private Account

To allow payments to other accounts, such as a club or pool member number, click Enable payment via private account, such as club membership (offline) and enter an account title. Your users will be able to enter their own account number during registration.

➧ Discount Codes

Check the box to Enable discount codes and click the Add Discount Code link to create a discount code. Click Save to save your changes and move on to the next section.

>>Important Notes:

Discount codes are defined per registration form, not per team, and are not copied with registration forms.
You can specify any number of discount codes. Each must have a unique code (per registration form) and a discount amount. They can also have a description and an optional "limit" which will limit the number of times the code can be used.
A discount code is considered "used" when the registration is completed (first come, first serve).
Only ONE discount code may be added per registration, and it cannot be removed once it is added during checkout.
When a discount code is applied, the amount of the discount is automatically capped at the amount due to the team at checkout. Discount codes are not applied to fees from shared form sections (i.e. league fees), or any conditional fees to be captured at a later date.

Member View:

When a member reaches the payment screen, they can enter the code you provided to them and click Apply to apply the discount.

➞ Next, start the Registration: Confirmation Section