Maxwell Swim Club Ltd, in conjunction with TeamUnify, is excited to be able to offer secure online Payment Card Processing. We have been using this since March 2018 - and it is proving invaluable in helping us to collect moneys owed to the club.
We have tried to answer your questions here, but if you have any further questions, then please do not hesitate to contact firstname.lastname@example.org
1) Why did we introduce secure on line payment processing?
Because the system provides an easy, secure & fast way to settle amounts owing, saving the volunteers and parents a huge amount of work. The system also helps us to "future proof" our club by reducing reliance on a small number of volunteers, freeing them up to do other important jobs around the club.
2) How does the system work?
- We are asking members to place one or two Debit/Credit Card(s) on file to pay for monthly Squad Fees, and Ad Hoc charges (such as meets, SPLASH gala, hats, SwimEngland fees, etc.)
- Monthly Squad fees (plus anything that has not been paid for in the previous month e.g. meet fees, hats etc) will be charged to cards on the 1st of each month, and this replaces the previous system of asking you to set up a bank standing order - there is no longer a need to do this if you have set your card up on file.
- This will enable all charges to be taken care of quickly and easily. Also, it saves members the bother of paying separately for short payments on monthly squad fees and having to regularly update standing orders.
- We will tell you when we are going to charge your card (so you have time to check your balance and alert us to any problems), and you will be emailed when a charge has been made.
- You can always log into your TeamUnify account to see what has been invoiced and what has been charged. And if you are unsure then you can of course contact us for help.
An example notification email is as follows:
Hi Pete Lashua,
The Maxwell Swim Club Ltd has just processed your credit card for the amount of £201 on February 25, 2018. You may login and see the billing activity on your account by clicking here.
Thank you for your payment.
Maxwell Swim Club Ltd
3) Is the system secure?
The system is provided by TeamUnify and SportsEngine (SportEngine is the company that owns TeamUnify, and is in turn part of a much larger organisation, NBC Sports).
Nobody at Maxwell Swim Club will see or have access to your credit card details. We have been advised that:
"TeamUnify and SportsEngine meets or exceeds the standards set forth by the Payment Card Industry Data Security Standard (PCI DSS). They have strict policies and procedures in place to secure cardholder data, and continuously review and improve these policies and procedures to ensure adherence to the latest PCI DSS recommendations, as security is a number one priority for them.
Points of reference:
The website is HTTPS secured and has 256-bit Thawte SSL Certification encryption when someone is logged in. Click the Secured by thawte logo at the bottom to verify.
Once a credit card is placed securely into your account you can no longer see the card information and neither can the Maxwell Swim Club administrators or the TeamUnify/SportsEngine staff."
The system is used successfully by over 2,000 swim clubs and over 14,000 other youth sports organisations in the US. We are one of the first swim clubs to use this system in the UK, but we have thoroughly tested how it works for Maxwell Swim Club, and we do not anticipate any problems.
4) So I no longer have to settle charges myself?
If you place a card on file then we are asking you not to initiate any other payments. i.e. if you have placed a card on file we will no longer chase you to make payments throughout the month and we will do the hard work for you by charging your card at the appropriate time.
5) So is it compulsory to put a card on file?
We are part of a club and we share the workload as well as the costs, therefore it isn't yet compuslory, but we are requesting that all our members place a card on file, as that will:-
a) enable our club to achieve the maximum benefits from the new system, and
b) provide you with the flexibility to spread your payments on a credit card, should you so wish.
6) But I really don't want to put a card on file.....
Well that's a pity. Those of us who have been around for a while remember a very large bad debt write off being necessary a few years ago, and we know how much work goes into processing payments and chasing up debts currently - far too much for our hard working volunteers. If our volunteers were not around we would once again run the risk of losing a lot of money that the club simply cannot afford. PLUS....this system will allow us to provide a better service to you.
If, however, you cannot, for whatever reason, set up a card on file then squad fees should be paid by Bank Standing Order on the first of each month, and all other items by Bank Transfer (to be cleared before the end of the month in which they are billed). Please click here for bank details. As this adds considerably to our volunteers' workload please let us know if there is a reason why you cannot set up a card on file and we will try to see if there might be a mutually acceptable solution. (We will obviously take account and try to help out if there are genuine reasons, but we may, in due course, consider an admin charge for the extra processing time taken if a card is not set up on file).
Cheques and Cash are only accepted for account payments in exceptional circumstances.
We hope, having seen the benefits of the system, you will soon change your minds.
7) What about large amounts like Swim Camps?
When inviting swimmers to Swim Camp we will outline the installments you need to pay and the date your payments are expected, and agree with you how payments will be taken.
8) Can I make overpayments to help budget for expensive months?
Card payments mean that this won't be possible any more - so we ask you to consider setting up a separate card just for Swim Club stuff so you can budget using that instead.
Please remember that we do have a bursary scheme to help those in genuine need, please contact email@example.com in confidence should you wish to discuss this.
9) All our swimming commitments are getting very expensive, will adding a card make it harder for me?
It shouldn’t make any difference at all. You are under no obligation to enter all of the competitions, or to buy all of the kit, etc. If you are having to prioritise and make those decisions, please talk through with your coach which events your swimmer(s) really do need to enter, and which they can miss. You might also like to check out grant funding for talented athletes, and/or do some fundraising (the club will support this). As mentioned above, we also have a bursary scheme for those in genuine need.
10) What if I sign up for a meet but then am scratched, or can't attend?
When you sign up to enter a meet, in most cases Maxwell needs to pay over your entry fee on your behalf to the organising club immediately, but we will only bill your account when we get the list of accepted meet entries. This will avoid you being charged but then needing to be refunded because your swimmer is scratched from certain events or the whole meet.
Any refunds that do need to be made e.g. if a swimmer is ill and cannot compete, will be credited to your account in the normal way as soon as approval is received from the club running the meet, and deducted from your next payment on the 1st of next month.
Please remember that you are committed to pay for all accepted meet entries.
11) Will the new system cost the club more money?
The new system will cost the club more than our previous card provider in terms of processing fees, but it does so much more by automatically updating your TeamUnify account - and will also reduce the risk of bad debts, improve our cashflow, and protect our club by reducing our dependence on such a small number of volunteers.
12) Is this additional cost going to be passed on to members?
We hope not.
We will monitor the cost of providing the system against the expected benefits, and we hope that there will not be a need to increase the amount we ask you to pay to cover the costs of credit/debit card processing, but please remember this depends on keeping our lanes full, and successfully running our meets and fundraising programmes.
Please continue to support the club, and our volunteers, and please sign up to this new system to make it work for all of us.
13) What happens if something goes wrong?
If you payment has not gone through for any reason we will contact you. The most common reasons a credit card fails are as follows; expiry date has passed, a single or daily transaction limit has been exceeded, a monthly credit limit has been exceeded, or your card issuing company has denied the transaction for a reason to be determined by you and them.
If your card is no longer valid we will invite you to place a new card on file for future payments. Failing that, a payment by bank transfer will be necessary.
If an incorrect charge has been made to your account by one our Administrators, or if any other problem occurs, then it will be immediately investigated and if necessary a credit will be made to your account or a refund paid, in exactly the same way as happens currently.
14) Who can answer my questions?
Please contact us via the website,
or by emailing firstname.lastname@example.org +/or email@example.com
15) What now?