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, generate reports for your club's financial records, and manage manual registrations for members who paid through an external mechanism.
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
• You need club administrator access
• The Registrations screen and Manual Registrations are available even without Stripe Connect
• The Payment Dashboard, Reports, and Payment Issues tabs require Stripe Connect to be active
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
Understanding Your Dashboard
Quick Stats Overview
• Active Members: Families with current, paid or manually registered memberships
• This Month: Total payments received in the current month (excludes manual registrations)
• 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 |
Registration Trends
Visual charts showing registration patterns over time.
Shows peaks during registration opening periods
Registration fees vs. store purchases vs. additional items
Membership Status Breakdown
• 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
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 (Stripe-paid and manual)
- 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
5. Manual Registrations Report
Best for: Cross-checking pre-paid members against your previous system
- All manually registered swimmers with their dues season
- Registered by, registration date, and notes
- No payment columns — membership-focused only
Access this export from Registrations & Club Store → Registrations → Manually Registered tab → Export button.
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
Set up automatic monthly reports to be emailed to your treasurer and committee members. Go to Settings → Report Scheduling to configure.
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)
- Use manual registration if payment was received outside the app
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 |
• Send gentle reminders after 24-48 hours
• Offer help completing the registration
• Check if they're having technical difficulties
• If they've paid by another method, use Manual Registration instead
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
Dispute and Chargeback Management
Occasionally, families may dispute charges with their bank instead of contacting you directly.
• 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
• 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
Manual Registrations
Manual registration lets club admins register members who have already paid through an external mechanism — for example, members who pre-paid before the club started using the app, or families who paid at the pool by bank transfer or another arrangement.
Manual registrations work independently of Stripe. You can register members and manage the Registrations screen even before your Stripe Connect account is active.
When to Use Manual Registration
- Onboarding mid-season when existing members have already paid through another system
- Members who paid by bank transfer, cash, or cheque before the app was set up
- Correcting a missed registration where payment was received outside the app
Accessing the Registrations Screen
- Open the app and switch to Club Admin role
- Tap the CLUB ADMIN tab at the bottom left
- Tap Registrations & Club Store
- Tap Registrations
The Registrations screen has two tabs:
- All — all current registrations including both Stripe-paid and manual
- Manually Registered — manual registrations only, with a search bar and Export button
Adding Manual Registrations
Tap the + Manual button at the bottom right of the Registrations screen. The process takes two steps.
Step 1 — Select a Membership Season
Choose which dues season to register the member against. If your club only has one active season, this step is skipped automatically and you'll go straight to swimmer selection.
Step 2 — Select Swimmers
A list of your club's swimmers is shown as selectable chips.
- Unregistered only (default) — shows only swimmers without an active membership for this season
- Show all swimmers — tap the eye icon to reveal already-registered swimmers, shown greyed out with a green tick. They cannot be selected to prevent duplicates.
- Search — filter the swimmer list by name, useful for large clubs
- Three-state checkbox — at the top left. Empty selects all visible unregistered swimmers; dash or tick deselects all. The selected count is shown next to the checkbox.
- Notes (optional) — add a note at the bottom, e.g. "Pre-paid membership before app was set up"
Tap Save to register. One membership record is created per swimmer.
Manual registrations show $0.00 and "Manually registered" in place of a payment amount. They do not appear in financial revenue reports, so your revenue figures remain accurate.
Viewing and Searching Registrations
Both tabs on the Registrations screen include a search bar to filter by member name or swimmer name. Tap any registration card to open its full details, including the swimmer's profile, dues season, registration date, and notes.
Deleting a Manual Registration
Manual registrations can be removed if added in error.
- Tap the registration card to open Registration Details
- Scroll to the bottom of the page
- Tap Remove Manual Registration (shown in red)
- Confirm the deletion — this action cannot be undone
Stripe-paid registrations do not have a delete option to protect payment records.
Exporting Manual Registrations
Generate a membership-focused CSV for committee records or to cross-check against your previous system.
- On the Registrations screen, tap the Manually Registered tab
- Tap the Export button at the top right
- Choose your export email address
- Confirm — a spreadsheet will be emailed to you
The CSV includes: Club Name, Swimmer Name, Date of Birth, Gender, Season, Valid From, Valid To, Registered By, Registration Date, and Notes. No payment columns are included since no payment was processed through the app.
How Manual Registrations Appear Across the App
| Where | How they appear |
|---|---|
| Registrations screen | Blue MANUAL chip, "Manually registered" in place of payment amount |
| Registration Details page | "MANUALLY REGISTERED" badge at the top, blue info box noting no payment was collected through the app |
| Membership Stats | Counted in Active Members, New Registrations, and Expiring Soon. Excluded from revenue figures. |
| Meet Nominations | Manually registered swimmers appear as eligible to nominate for events, the same as Stripe-paid members |
| Meet Attendance Export | Shown as active members with empty payment timestamp and transaction ID columns |
| Purchases screen | Not shown — the Purchases screen is reserved for financial reporting of Stripe transactions only |
If you're migrating a large number of members from a previous system, use the "Select All" checkbox after filtering to unregistered swimmers. This lets you register everyone in a single save operation rather than tapping each swimmer individually.
Setting Up Automated Monitoring
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
- Analyse seasonal trends for budget planning
Need Help?
If you need assistance with payment monitoring or have concerns about financial data:
- Contact form: swimclubconnect.com/contact-us
- Email: ad***@*************ct.com
- Facebook: facebook.com/swimclubconnect — video tutorials and community support
- Include: Your club name, specific payment details, and any error messages
• 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