» WePay/PayPal Support Ending December 31, 2022: Stripe will be SwimTopia's only supported online payment vendor starting January 1, 2023. If your team has been using WePay (or PayPal for older customers), you will need to set up a Stripe account prior to opening your 2023 registration and/or online store (Premium feature). ➞ See our Quick Start Guide to Enabling Stripe to set up your Stripe account.
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.
Got Questions?: Open a support ticket with WePay Support for any questions specific to setting up your account once you are no longer on your SwimTopia WePay Configuration page. (WePay does not offer phone support). SwimTopia can help expedite your requests/questions, but only AFTER you have submitted a support ticket with WePay and have given them 24 hours to respond.
Covered in this Article:
- How Does It Work?
- Setting Up Your WePay Account
- WePay Account Removal
- Frequently Asked Questions
- WePay Customer Support
How Does It 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.
Setting Up Your WePay Account
Once you have created and connected a WePay account to your SwimTopia team site, you can start collecting online payments from registration forms and online store purchases. Follow the steps below to get started.
➧ Step 1: Create your WePay account
Go to Manage Team > Settings > WePay Configuration to begin the setup process.
Option A: Creating a New Account? (Recommended)
Enter your new account information and click the Create WePay Account button. If your organization qualifies as a non-profit click the checkbox (you can verify this status later).
Option B: Connect Existing Account? (Not Common)
The existing account must have been previously created via SwimTopia. This feature is useful if two or more SwimTopia teams need to share the same WePay account. Contact WePay Customer Support for more information about managing accounts.
Enter your numeric WePay Account ID to connect to an existing WePay Account.
➧ Step 2: Grant Access
For new accounts, WePay will ask for your name, email, and password that you will use to manage your WePay account, and click the Grant Access button to continue.
>>Tip: To make transfer of email ownership easier, we highly suggest using a generic email address such as treasurer-yourswimteam@gmail.com (or something similar). Then whenever the Treasurer changes hands every year or two, they'll pass on the email login credentials to the new Treasurer.
➧ Step 3: Verify your account
Your WePay account is now configured but not quite ready to accept payments. Click the Unverified link to go to the WePay website to enter additional information in your WePay account settings.
>>Note: A valid SSN and date of birth is required to verify your account. There is no way around this as they are governed by strict banking regulations, but this also means they are secure, so this should not be of concern. For more information ➞ See WePay's Why do you need my social security number? article.
In your WePay settings, you can see that SwimTopia has access to your site in the Applications tab.
>>Note: Revoking access will prevent online payments from being processed on your SwimTopia site.
You will receive an email from WePay asking you to verify your email address. You only need to do this once, and you will be redirected to SwimTopia.com after verification.
➧ Step 4: Confirm verification status
Go back to Manage Team > Settings > WePay Configuration or refresh the WePay Configuration page.
If your verification status is now Pending or Active, you are ready to accept online payments on your SwimTopia website.
If it is still Unverified, or shows Action Required, review that you completed the items in Step 3, or contact WePay Customer Support for more information.
What you want to see:
What you don't want to see:
>>Note: Even though you need to complete the setup within 30 days or WePay will close your account, as you see in the screenshot above, you could actually open your registration form and begin taking payments at this point. You just cannot withdraw funds until your setup is complete.
Click on the WePay account ID link to view and manage your WePay account anytime, or to complete more identity verification steps on your WePay account's Settings > Trust Center section. Your Verification status does not have any effect on collecting online store or registration payments.
➧ Step 5: Set processing fee payment preference
WePay's processing fees can be paid by the seller (you) or the buyer (your members).
WePay charges 2.9% plus 30¢ per transaction to process card payments.
Click the Save button to set who pays the fees (the default is paid by the seller). This setting applies to any payments submitted through your site, including registration, RSVP and online store payments.
>>Note: Some legal jurisdictions prohibit charging payment processing fees to buyers. Please consider seeking legal advice before changing this setting.
>>Tip: Consider increasing your registration fees slightly to cover the transaction cost and set the Fees paid by: to “Seller”, since parents may be surprised by the extra charge at checkout. If you do not want to do this, then we suggest being transparent about this charge on the payment screen by mentioning it within the description box. Hopefully this will save you from emails as well.
WePay Account Removal
Click the Remove Configuration button on the WePay Configuration page in SwimTopia to start over with a new WePay account, or to link to another existing account.
Frequently Asked Questions
Setting up a WePay account can go very smoothly if you have all of the required documentation, or it can be quite frustrating when you don't. We want you to be able to get your banking account created easily so you can get your registrations open, but you will have to adhere to the laws of banking just like setting up any account.
WePay is a payment services provider and as such, is obligated to collect certain information from users to verify their identities in accordance with Section 326 of the Patriot Act, which requires WePay to confirm the identity of those withdrawing funds from the system as an online payment processor.
WePay also requires this information to confirm that you're authorized to act on behalf of the business. This prevents unauthorized people from creating an account on behalf of your business.
For information on questions frequently asked by SwimTopia customers ➞ See our WePay FAQs article.
WePay Customer Support
➧ WePay Support Hours
9am-9pm EST M-F (WePay does not offer weekend support hours)
➧ WePay Online Request Form
If you have questions, you need to submit a support request directly to WePay first - WePay Support.
SwimTopia does not have insight into the details of your WePay account as this is a secure banking relationship. If you do not hear from WePay in a timely manner, your friendly SwimTopia Customer Happiness team can help expedite your request, but we need the ticket# from the request you have submitted directly to WePay to proceed with this request.
>>Tip: Please check the status of your account at the start of each season in case WePay needs any information from you, to avoid last-minute panic prior to opening registration. You can do this by logging into your account directly at http://wepay.com or from your Settings > WePay Configuration page in your SwimTopia site.
hcmanagesettingswepayconfiguration
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