Select the Payment tab within your registration form to configure how new registrations will be paid.
Covered in this Article:
- Enabling the Payment Section
- Credit Card Processing
- Check Payments
- Private Account Payments
- Discount Codes
Enabling the Payment Section
Credit Card Processing
We offer secure credit card processing through Stripe.
» Note: Stripe is our only online payment vendor for new customers. (for pre-2022 teams who had a WePay or PayPal (older customers) account, we'll only support WePay/PayPal through November 30, 2022).
➧ What is Stripe?
Stripe is one of the largest payment processors in the world. As a secure (Level 1 PCI compliant) payment provider, Stripe enables easy online payments, eliminating the need to track a paper trail of check payments.
Stripe accepts all major credit cards (Visa, MasterCard, Discover, and American Express), and Google Pay can be used to checkout (No Apple Pay at this time). If your bank accepts credit card payments, they should accept payments from Stripe.
With no setup costs or monthly fees, Stripe is the preferred payment processing partner of SwimTopia. It is essentially a banking relationship, so you can feel safe knowing that like any bank, Stripe is required by law to be secure.
➧ How does the process work?
When SwimTopia teams set up an account with Stripe funds are deposited directly into the designated bank account. To maximize security, all buyer credit card information is transmitted directly to Stripe and is never stored in or transmitted through SwimTopia’s computer systems.
Stripe makes checkout simple and easy. Parents and team members do not need to create an account with Stripe; they securely input their credit card details using a simple form (below). After successful processing, your users will see your team's registration confirmation page.
Parents will receive an email confirmation from your SwimTopia site with registration details, along with a separate account activation email (Stripe does not send payment receipts). For a detailed view of what your members experience when registering ➞ See Team Registration for Parents.
» Note: A designated admin (usually a Treasurer or Registrar) can also receive a payment confirmation email for each transaction.
➧ How does our team accept online payments?
To accept credit card payments through Stripe, click the Enable payment via credit card (using Stripe as processor) checkbox.
» Tip: Select the checkbox to "Automatically approve registration after successful payment" if you want your Stripe 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 paid online under the "Paid" status (as seen below).
➧ Processing Fee & Payor Preference (Seller vs Buyer)
Processing Fee: Stripe charges 3.4% plus 30¢ per transaction to process card payments.
Payor Preference: Stripe's processing fees can be paid by the seller (you) or the buyer (your members). The default is set to the seller.
» Note: If the buyer is paying the processing fees, an amount necessary to cover the fees is added to the total amount of the order, and the processing fees are calculated based on this total amount. As a result, in a buyer-pays configuration, processing fees are, in effect, paid on the processing fees, which results in a net higher processing fee rate relative to a configuration where the seller is paying the processing fees.
» Note: There are states with laws that prohibit merchants from charging consumers with surcharges on credit card transactions. Click to see which legal jurisdictions are included. We suggest you consider increasing your registration fees slightly to cover the transaction cost and keep the "Fees paid by:" set to “Seller”. If you choose to pass the fee to the buyer, we suggest being transparent about this charge in the payment screen description box.
➧ Not set up with an account on Stripe yet?
Click the Configure Stripe Account button to complete setup through your SwimTopia site.
➞ See the Stripe Account Setup 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 Stripe account is set up.
➧ Is there a problem with your account?
If you see a warning message when on your registration payment tab, go to Settings > Stripe Account, then click on "View your account to learn more."
» Tip: Don't save this until right before opening registration. It may take some time to gather the required information, and SwimTopia's Customer Happiness Team may not be available to help on weekends. Although rare, there are times when Stripe needs to request information due to KYC (know your customer) banking regulations, so it’s best to confirm at the start each season.
Got Questions? Contact our SwimTopia Customer Happiness Team. (Available M-F 9am-6pm Central Time)
Check Payments
This feature is available to our Premium customers.
>>Note: Check payments are listed in your Pending registration status when you click to View Registrations under your Registration tab. ➞ See View/Edit Completed Registrations for more details on this topic and how you can Accept Payment or Reject these registrations as needed.
Private Account Payments
This feature is available to our Premium customers.
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.
» Note: Private Account payments are listed in your Pending registration status when you click to View Registrations under your Registration tab. ➞ See View/Edit Completed Registrations for more details on this topic and how you can Approve or Reject these registrations as needed.
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.
➧ Remember:
- Discount codes are defined per registration form, not per team, and are not copied with registration forms.
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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.
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A discount code is considered "used" when the registration is completed (first come, first serve).
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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 the 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.
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