Offer an alternative payment option to members and allow them to make scheduled payments over a defined period instead of a single up front fee.

Before you can create Payment Plans, you will need to set up an Ezidebit account and enable the Ezidebit integration.

Membership payment plans

Membership type configuration

Membership Types can be configured to allow Payment Plans at set intervals over the membership period.

When enabled, members will see an option to select a Payment Plan when they join or renew. Membership payments will be automatically deducted from their bank account or credit card.

To enable the Payment Plan options, see Membership Types.

Joining with a payment plan

When completing the Join form, a new member will see the configured payment plan options. The system defaults to payment of the full membership fee, the member needs to select the relevant payment plan option.

They’ll be asked to select a Payment Method and complete the relevant payment details. They will also need to check the box confirming they agree to the direct debit terms and conditions before they can click the Submit Application button.

Once the application is submitted the member is taken to a confirmation screen advising the application has been received and that the payment and invoice will take up to 24 hours to be processed.

The member can download the invoice directly from their profile.

Renewing with a payment plan

When viewing their renewal form, members will see the configured Payment Plan options. The default selection is to pay the renewal in full, the member will need to select the appropriate payment plan option.

The member completes the renewal form as normal, updating their personal information as needed.

To complete the payment they’ll be asked to select a Payment Method and complete the relevant payment details. They will also need to check the box confirming they agree to the direct debit terms and conditions in order to submit the renewal.

Once the renewal has been completed the member will see a confirmation screen advising the payment and invoice will take up to 24 hours to be processed.

The member can download the invoice directly from their profile.

Manual payment plans

A Manual Payment Plan can be created directly on a profile outside of the Join or Renewal process.

To create a Manual Payment Plan, first open the relevant profile.

Go to Other > Payment Plan.

Go to Create New Payment Plan.

Enter the Description, this is what will appear as the invoice line item.

Select the Payment Interval from the dropdown menu.

Enter the Number of Payments.

Enter the Amount excluding GST. The GST will automatically be added to the invoice for each payment.

Enter Payment Details is switched off by default, once the Payment Plan has been saved the member can login to their profile to add the payment details. Alternatively, it can be switched on and an administrator add the payment details.

Click Save Plan.

View plans and scheduled payments on a profile

To view a list of all payment plans on a profile, go to Other > Payment Plan.

Expand the Payment Plans table by clicking the arrow on the right to view the list.

The table includes the following information:

• Name or description of what the plan is for

• Start date (when the first payment is processed)

• End date (when the final payment is processed)

• Payment frequency

• Number of payments in the plan

• Total amount of the plan

• Plan status

  • Active - The plan is active with payments remaining to be processed

  • Complete - All payments for this plan have been processed

  • Cancelled - This plan has been cancelled by an administrator

Updating the payment method

To update the payment method, click Actions > Update Payment Method.

Select if the payment method is credit card or bank account.

Enter the relevant details and click Save.

Cancelling a payment plan

To cancel a payment plan, click Actions > Cancel.

A warning will appear on the screen asking you to confirm you want to cancel the payment plan.

List of payments

To view a list of all of the individual payments that have been scheduled for a payment plan, expand the Payments table by clicking the arrow on the right to view the list.

All scheduled payments for a plan will be listed. The table includes the following information:

• Description - This will be the line item on the invoice

• Invoice - This will be updated with the invoice number and link as the payments are processed

• Amount - A scheduled payment will show the amount excluding GST, one the payment has been completed this will update to show the amount processed through the gateway

• Status - As payments are processed this changes to show if the payment is waiting to be confirmed by the Ezidebit gateway or the payment has been completed

• Last updated - When the individual payment was last updated

Profile interactions

Each time a payment is processed it is recorded in a Profile Interaction. This Interactions includes the associated invoice number and invoice amount.

Payment failure

When an individual payment fails for any reason, the system will re-attempt to process that payment each day for the next 7 days.

An email with details of the payment is sent to the member advising the payment could not be processed, this email is CC’d to the primary administration email set for your organisation.

A Profile Interaction is also recorded for a failed transaction.

At the end of that 7 days, if they system has been unable to process it then that individual payment will be cancelled.

An email is sent to the member advising this individual payment has now been cancelled and to contact their association. This email is CC’d to the primary administration email set for your organisation.

A Profile Interaction is also recorded for a cancelled transaction.

Reporting

View a list of payment plans

To view a list of Payment Plans go to Financials > View Payment Plans. If you cannot see this option in the menu, you may need to update your administrator access.

The list of Payment Plans can be filtered either by their Start or End Date.

Select Started or Expired from the dropdown and add From and To dates, click Load.

A list of Payment Plans will be displayed on the screen.

To export the list of Payment Plans click the Excel button.

View individual transactions

Each individual payment within a Payment Plan will generate an online payment record. To view these go to View Payments.

Export profile interactions

A list of Profile Interactions association with Payment Plans can be exported.

When you go to View/Export Data > Profile Interactions, select Membership from the Interaction Type dropdown. Add in any other filters that may be relevant.