What is ClubCash and how does ClubCash work?

The ClubCash feature is only available in the Standard version.

The ClubCash function is permission based. By default, the Organisation Administrator and Site Administrator have the permission to use the ClubCash function.

ClubCash is like a prepaid account. Customers can top up, pay, or withdraw money from their ClubCash account. When a customer cancels a booking, the customer has the option to cash out at the register or deposit the refund into the ClubCash account. The customer can choose to cash out the money later or on another day. The money in the ClubCash account can be accumulated. The ClubCash payment option, Pay now with ClubCash or With ClubCash, is visible only if the customer has sufficient funds in the ClubCash account.

Benefits of ClubCash:

• Cashless.
• Collect payments upfront from the customers.
• Positive cash flow.
• Eliminate cash handling costs – No need for cash floats.
• Eliminate cash handling hassles for your club.
• Keep staff free from cumbersome cash transaction at the till.
• Reduce queuing time for the customers.

Customers can use ClubCash to pay for the following item(s):

• Individual debit(s).
• Booking(s).
• Membership(s).

At this point in time, ClubCash cannot be used in the following scenarios:

• Purchase a POS sale item(s).
• Pay for the online membership or booking signup.
• Set up ClubCash Direct Debit where amount can be deducted for scheduled payments.
• Top up ClubCash via Direct Debit. Customers cannot top up their ClubCash account using pre-authorised regular/recurring payments directly from their bank accounts. The ClubCash top-up amount needs to be paid upfront at one go.

Example

An existing customer named John Doe has a total of $2.00 in his ClubCash account. John wishes to sign up for a new membership with your club. The first payment amount due is $1.85 (see screenshot). In this scenario, John has sufficient funds in his ClubCash account. The With ClubCash payment option for John's membership signup becomes available and visible in iconnect360. John is able to pay for the membership's first payment with his ClubCash.

If John Doe is a new customer, his ClubCash balance starts at zero. In this case, John will not be able to pay with ClubCash. The With ClubCash payment option will stay hidden. If John Doe still insists on paying with ClubCash, you need to complete the sign-up process as per usual, i.e., enter the direct debit payment details and let the payer signs the Debit Authority. The reason behind is, the iconnect360 system's prerequisite is that each customer must have enough funds to pay for the total amount or can be billed periodically (depending on the billing frequency) for the remaining balance. Once a new customer profile has been created for John, he can top up his ClubCash account and pay each individual debit with ClubCash or he can opt to pay the subsequent payments with the existing payment method.

Check ClubCash balance

1) Go to the customer’s page, select Payments tab.

2) The ClubCash section is located on the right-hand side.

Note: When you select and open a debit with the "Processing" status, the Pay button is not available. Customer is not allowed to pay a processing debit with ClubCash.

Top up ClubCash

1) Go to the customer’s page, select Payments tab.

2) Select Top Up from the ClubCash section.

3) Select an amount to top up or enter an amount to top up.

4) Select OK.

5) Continue with the existing process to make a payment.

Withdraw from ClubCash

1) Go to the customer’s page, select Payments tab.

2) Select Withdraw from the ClubCash section.

3) In the POS History page, check your customer’s refund details and select Confirm Refund.

4) Confirm the refund payment method and select OK.

Note: No partial withdrawal is allowed. You have to withdraw the full amount.

Pay with ClubCash

1) Go to the customer’s page, select Payments tab.

2) Select a debit in the Amount column.

3) In the Payment window, select Pay.

4) In Pay Now Method, select Pay now with ClubCash option.

5) Select OK.

Note: The customer’s ClubCash balance is deducted and the payment status is changed to Paid.

Refund to ClubCash

See How do I refund a paid debit?

Related article

• How do I change a customer's payment details/method?