Monitoring Payments & Registration Stats
Track your club's financial performance and registration trends
What You'll Accomplish
You'll learn to monitor all payment activity, track registration trends, identify and resolve payment issues, and generate reports for your club's financial records. Perfect for treasurers and administrators who need to stay on top of club finances.
💡 Why Monitor Payments?
Beyond just seeing who's paid, you'll spot trends like peak registration times, popular store items, and potential payment issues before they become problems. Essential for planning and reporting to your committee.
Beyond just seeing who's paid, you'll spot trends like peak registration times, popular store items, and potential payment issues before they become problems. Essential for planning and reporting to your committee.
Before You Start
⚠️ Prerequisites:
• You need club administrator access
• Your club should have some registration or store activity
• Stripe Connect should be active and processing payments
• You need club administrator access
• Your club should have some registration or store activity
• Stripe Connect should be active and processing payments
Your Payment Dashboard
Get a quick overview of your club's financial activity and registration performance.
Accessing the Dashboard
- Open the Swim Club Connect app
- Tap Settings at the bottom of the screen
- Tap Payment Dashboard
- You'll see your club's payment overview
[Screenshot: Settings menu showing Payment Dashboard option]
Understanding Your Dashboard
Quick Stats Overview
47
Active Members
$8,450
This Month
12
Pending
2
Failed
What These Numbers Mean:
• Active Members: Families with current, paid registrations
• This Month: Total payments received in the current month
• Pending: Registrations started but payment not yet completed
• Failed: Payment attempts that didn't go through (need attention)
• Active Members: Families with current, paid registrations
• This Month: Total payments received in the current month
• Pending: Registrations started but payment not yet completed
• Failed: Payment attempts that didn't go through (need attention)
Recent Activity
See the most recent payments, registrations, and store purchases.
| Date | Family | Type | Amount | Status | Actions |
|---|---|---|---|---|---|
| Dec 15, 2024 | Smith Family | Registration | $280.00 | Completed | |
| Dec 14, 2024 | Johnson Family | Store Purchase | $45.00 | Completed | |
| Dec 14, 2024 | Brown Family | Registration | $150.00 | Pending | |
| Dec 13, 2024 | Davis Family | Registration | $280.00 | Failed |
[Screenshot: Payment dashboard showing recent activity table]
Registration Trends
Visual charts showing registration patterns over time.
[Interactive Chart: Registration volume by month/week]
Shows peaks during registration opening periods
Shows peaks during registration opening periods
[Interactive Chart: Revenue breakdown by type]
Registration fees vs. store purchases vs. additional items
Registration fees vs. store purchases vs. additional items
Membership Status Breakdown
45
Current Members
8
Expiring Soon
12
New This Month
3
Expired
💡 Using Your Dashboard Effectively:
• Check daily for failed payments that need follow-up
• Monitor registration trends to plan capacity
• Use revenue data for budget planning and committee reports
• Track membership renewals to identify at-risk families
• Check daily for failed payments that need follow-up
• Monitor registration trends to plan capacity
• Use revenue data for budget planning and committee reports
• Track membership renewals to identify at-risk families
Generating Reports
Create detailed reports for accounting, tax purposes, and committee meetings.
Accessing Reports
- From the Payment Dashboard, tap
- Choose the type of report you need
- Set your date range and filters
- Generate and download the report
Report Filters
to
Available Report Types
1. Financial Summary Report
Best for: Treasurer reports and budget planning
- Total revenue by month/quarter
- Breakdown by payment type (registration vs. store)
- Platform fees and net income
- Comparison with previous periods
2. Registration Detail Report
Best for: Membership tracking and swimmer records
- Complete list of all registered families
- Swimmer details and registration dates
- Payment amounts and status
- Additional items purchased
3. Store Sales Report
Best for: Inventory planning and supplier orders
- Items sold and quantities
- Popular personalization options
- Revenue by item category
- Seasonal sales trends
4. Payment Issues Report
Best for: Following up on problem payments
- Failed payment attempts with reasons
- Pending payments awaiting completion
- Refund requests and processing status
- Families requiring follow-up
[Screenshot: Reports page showing different report types and export options]
Export Formats
All reports can be exported in multiple formats:
- Excel (.xlsx): Best for detailed analysis and calculations
- PDF: Perfect for printing and committee presentations
- CSV: Import into accounting software or other systems
💡 Report Scheduling:
Set up automatic monthly reports to be emailed to your treasurer and committee members. Go to Settings → Report Scheduling to configure.
Set up automatic monthly reports to be emailed to your treasurer and committee members. Go to Settings → Report Scheduling to configure.
⚠️ Payment Issues Requiring Attention
These payments need your immediate attention. Failed payments prevent families from completing their registration.
Common Payment Issues
Failed Credit Card Payments
Most Common Causes:
- Insufficient funds in the account
- Card expired or blocked
- Incorrect card details entered
- Bank security hold on online transactions
How to Help Families:
- Contact the family with the specific error message
- Suggest they check with their bank if the card should work
- Offer alternative payment methods (different card, bank transfer)
- Provide a manual payment option if needed
Pending Payments (Incomplete Registrations)
These are families who started registration but didn't complete payment.
| Family | Started | Amount | Last Step | Action |
|---|---|---|---|---|
| Wilson Family | 2 days ago | $280.00 | Payment page | |
| Taylor Family | 5 days ago | $150.00 | Swimmer details |
💡 Following Up on Pending Payments:
• Send gentle reminders after 24-48 hours
• Offer help completing the registration
• Check if they're having technical difficulties
• Provide direct contact for assistance
• Send gentle reminders after 24-48 hours
• Offer help completing the registration
• Check if they're having technical difficulties
• Provide direct contact for assistance
Refund Requests
Processing refunds for families who need to cancel or change their registration.
When Refunds Are Appropriate:
- Family moves away before season starts
- Medical issues preventing participation
- Duplicate payments (system error)
- Club policy changes affecting registration
Processing Refunds:
- Verify the refund request meets your club's policy
- In the app, go to the specific payment
- Tap
- Enter the refund amount and reason
- Confirm - refunds appear on cards within 3-5 business days
[Screenshot: Payment details page showing refund processing options]
Dispute and Chargeback Management
Occasionally, families may dispute charges with their bank instead of contacting you directly.
⚠️ If You Receive a Chargeback Notice:
• Contact support immediately - don't handle alone
• Gather all documentation (registration records, emails)
• Respond quickly - you typically have 7-14 days
• Include proof of service delivery (access to facilities, events attended)
• Contact support immediately - don't handle alone
• Gather all documentation (registration records, emails)
• Respond quickly - you typically have 7-14 days
• Include proof of service delivery (access to facilities, events attended)
System-Level Payment Issues
Sometimes the issue isn't with individual payments but with your payment setup.
Warning Signs to Watch For:
- Sudden increase in failed payments
- Parents reporting they can't access payment pages
- Delays in money reaching your bank account
- Stripe Connect status changes unexpectedly
When to Contact Support:
• Multiple families report the same payment issue
• Failed payment rate suddenly increases
• You see error messages you don't understand
• Money isn't reaching your bank account on schedule
• Multiple families report the same payment issue
• Failed payment rate suddenly increases
• You see error messages you don't understand
• Money isn't reaching your bank account on schedule
Setting Up Automated Monitoring
✅ Pro Tip: Automated Notifications
Set up automatic alerts to stay on top of payment issues without constantly checking the dashboard.
Set up automatic alerts to stay on top of payment issues without constantly checking the dashboard.
Notification Settings
- Go to Settings → Payment Notifications
- Choose what you want to be notified about:
- Failed payments (recommended: immediate)
- Large payments over $X (recommended: immediate)
- Daily payment summary (recommended: end of day)
- Weekly revenue report (recommended: Monday mornings)
- Set delivery method (app notification, email, or both)
- Add additional recipients (treasurer, committee members)
Monthly Financial Routine
Establish a regular routine to stay on top of your club's finances:
Weekly Tasks (5 minutes)
- Check for failed payments and follow up
- Review pending registrations over 3 days old
- Monitor any unusual activity or spikes
Monthly Tasks (30 minutes)
- Generate financial summary report
- Export registration details for membership records
- Review store sales and plan inventory
- Update committee on revenue and registration trends
Quarterly Tasks (60 minutes)
- Comprehensive financial analysis
- Review payment policies and procedures
- Plan for upcoming registration periods
- Analyze seasonal trends for budget planning
Need Help?
If you need assistance with payment monitoring or have concerns about financial data:
- In the app: Settings → Help & Support → Contact Support
- Urgent payment issues: Call the support hotline (available during business hours)
- Email: su*****@*************ct.com
- Include: Your club name, specific payment details, and any error messages
💡 Best Practices for Financial Management:
• Check payment status daily during peak registration periods
• Keep detailed records of all refunds and reasons
• Communicate payment policies clearly to families
• Regular backups of financial reports for your records
• Review and update payment procedures annually
• Check payment status daily during peak registration periods
• Keep detailed records of all refunds and reasons
• Communicate payment policies clearly to families
• Regular backups of financial reports for your records
• Review and update payment procedures annually