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Creating & Managing Registration Dues - Swim Club Connect

Creating & Managing Registration Dues

Set up flexible pricing for your swimming season

What You'll Accomplish

You'll create registration periods where parents can pay their swimmers' fees online. Whether you charge the same amount for everyone or offer family discounts, this guide will help you set up a system that works for your club.

💡 What are Registration Dues?
Think of these as your swimming season "packages." Each package has a name (like "2025 Swimming Season"), dates when it's available, and pricing. Parents choose the package that fits their family and pay online.

Before You Start

✅ No Stripe account required to get started!
You can set up and experiment with Registration Dues before connecting Stripe. Members won't be able to pay online until Stripe Connect is active, but you can configure and preview everything in advance.
⚠️ Prerequisites:
• You need club administrator access
• Have your pricing structure planned out
• Stripe Connect is only required when you're ready to accept online payments

You should know:

  • Your swimming season dates (when registration opens and closes)
  • Your pricing structure (same price for everyone, or family discounts?)
  • What's included in the registration fee

Creating Your First Registration Dues

Access Registration Dues

Navigate to where you'll create and manage your registration periods.

  1. Open the Swim Club Connect app and switch to 'Club Admin' role
  2. Tap the CLUB ADMIN tab at the bottom left of the screen
  3. Tap the Registrations & Club Store section
  4. Tap the Registration Dues button
💡 No Stripe yet?
Registration Dues is available even before Stripe Connect is set up. You'll find it listed under the SET UP section on the Payments screen.
Payment setup introduction screen with Set Up Payments button

Start Creating New Dues

Add a new registration period for your swimming season.

  1. Tap the + Dues button
  2. You'll be taken to the first step: naming your registration period
Payment setup introduction screen with Set Up Payments button

Name Your Registration Period

Give your registration period a clear name that parents will recognize.

  1. Name: Enter something like "2025 Swimming Season" or "2025-2026 Membership"
  2. Description (optional): Add details like "Includes pool training, coaching, and club events"
  3. Start Date: When does this swimming season begin? (e.g., January 1, 2025)
  4. End Date: When does this season end? (e.g., December 31, 2025)
  5. Tap Next to continue
Payment setup introduction screen with Set Up Payments button
💡 Naming Tips:
• Use years so parents know which season they're paying for
• Keep it simple - avoid abbreviations or club jargon
• Include the word "Membership" or "Registration" for clarity

Choose Your Pricing Model

Decide how much families will pay based on how many swimmers they register.

Option 1: Flat Rate (Same Price Per Swimmer)

Best for: Simple pricing where every swimmer pays the same amount

Example: $150 per swimmer, regardless of family size

Family SizeTotal Cost
1 swimmer$150
2 swimmers$300
3 swimmers$450

Option 2: Tiered Pricing (Family Discounts)

Best for: Encouraging families with multiple swimmers

Example: Discounts for larger families

Family SizeTotal CostPer Swimmer
1 swimmer$150$150
2 swimmers$280$140 each
3+ swimmers$390$130 each
  1. Choose Flat Rate or Tiered Pricing
  2. Enter your price(s) in Australian dollars
  3. For tiered pricing, add as many tiers as you need
  4. Tap Next to continue
Payment setup introduction screen with Set Up Payments button

Add Optional Items (Team Store)

Let parents purchase team merchandise during registration.

  1. See any store items you've already created
  2. Tap + Item to add team caps, shirts, etc.
  3. Or tap Save to finish without adding items
Payment setup introduction screen with Set Up Payments button
What are optional items?
These are things like team swimming caps, t-shirts, or equipment that parents can buy when they register. They're not required, but it's convenient for families to get everything at once.

Review and Save

Check everything looks correct before making it available to parents.

  1. Review the registration period name and dates
  2. Check your pricing structure
  3. Confirm any optional items
  4. Tap Save to create the registration period
[Screenshot: Review screen showing all registration dues details]
💡 New dues start as Inactive
Newly created dues are set to Inactive by default, so you can review them before making them visible to members. Tap the status toggle to set them to Active when you're ready for parents to register.
✅ Registration Dues Created!
Once activated and Stripe Connect is set up, parents can start paying their fees. You can also manually register members who have pre-paid through another mechanism — see Managing Registrations.

Managing Your Registration Dues

Once you've created registration dues, you can edit, reorder, activate/deactivate, or delete them as needed.

Editing Existing Dues

  1. From the Registration Dues list, find the dues you want to edit
  2. Tap the edit button (pencil icon)
  3. Make your changes to pricing, dates, or descriptions
  4. Tap Save to apply changes
[Screenshot: Registration dues list showing edit buttons for each dues item]
⚠️ Important: If parents have already registered and paid, be careful when editing pricing. Consider creating new dues for price changes instead.

Activating and Deactivating Dues

Control when parents can see and pay for registration periods.

  1. Find the dues in your list
  2. Tap the status toggle: Active or Inactive
  3. Active dues are visible to parents; inactive dues are hidden
[Screenshot: Registration dues with active/inactive toggle buttons]
💡 When to Use This:
• Turn dues inactive when registration closes
• Activate dues when you're ready to open registration
• Temporarily deactivate if you need to make changes
• Use Inactive status while experimenting with pricing before going live

Reordering Dues

Change the order parents see registration options.

  1. From the Registration Dues list, tap and hold the ≡ handle
  2. Drag the dues to a new position
  3. Release to drop it in the new location
  4. The order saves automatically
[Screenshot: Registration dues list with reorder handles visible]

Deleting Dues

Remove registration periods that are no longer needed.

  1. Find the dues you want to delete
  2. Tap the Delete button (X icon)
  3. Confirm you want to delete it
⚠️ Can't Delete?
If parents have already registered and paid for a dues period, you cannot delete it. The system protects existing registrations and payment records.

Understanding Dues Status

StatusWhat It MeansVisible to Parents?
Active Registration is open and accepting payments ✅ Yes (requires Stripe Connect to be active)
Inactive Registration is temporarily closed ❌ No

Best Practices

💡 Registration Timing Tips:
• Set up your dues before Stripe is connected so everything is ready to go live immediately
• Open registration 2-3 weeks before your season starts
• Set your end date for when the swimming season actually ends
• Consider early bird pricing with separate registration periods
• Always test with a small group before announcing to all families
📊 Monitoring Registrations:
• Check your registration numbers regularly
• Parents receive automatic confirmation emails
• You can view all registrations under Registrations & Club Store → Registrations
• Payment issues are automatically flagged for follow-up

What Parents See

When you create active registration dues and Stripe Connect is set up, here's what parents experience:

  1. They open the app and see a "Register for Season" option
  2. They choose from your available registration periods
  3. They add their swimmers and see the automatic pricing
  4. They can add optional items like team caps
  5. They pay securely with their credit/debit card
  6. They receive an immediate confirmation email
  7. Money is deposited into your club's bank account within 2-3 business days
[Screenshot: Parent view showing registration options and pricing]

Common Questions

Do I need Stripe Connect before I can set up Registration Dues?
No — you can create and configure Registration Dues at any time. This is useful for planning your season pricing, experimenting with different structures, or setting everything up in advance. Members won't be able to pay online until Stripe Connect is active, but you can have everything ready to go the moment it is.
Can I have multiple registration periods active at the same time?
Yes! This is useful for different programs (like competitive vs. recreational) or early bird vs. regular pricing. Parents will see all active options and choose what's right for them.
What if I need to change prices after some people have already paid?
Create a new registration period with the new pricing instead of editing the existing one. This protects families who already paid and avoids confusion about who paid what amount.
How do refunds work if someone needs to cancel?
Contact support through the app with the family's details and reason for refund. We can process refunds through Stripe, which typically take 3-5 business days to appear on the family's card.
Can I see who has registered and paid?
Yes! Go to Registrations & Club Store → Registrations to see all completed registrations, payment amounts, and swimmer details. You can also export this data to a spreadsheet.
✅ You're All Set!
Your registration dues are now configured. Once Stripe Connect is active, parents can start paying online. You might also want to read about Managing Registrations to learn how to manually register members who have already paid through another mechanism.

Need Help?

If you need assistance with registration dues: