On the roadmap
Collect your subs. Know who has paid.
Membership fees taken by Direct Debit, straight into your club's own account, with a register that is right on the day you look at it. Set your own categories, your own prices and your own year.
This is not built yet. It is fully designed and we are building it with a club that asked for it. Nothing on this page is on sale, and there is no price on it, because there is not one yet.
| Member | Category | How they pay | Collected | Status | |
|---|---|---|---|---|---|
| 1 | A. Reid | Adult | Direct Debit | 02 Apr | Paid |
| 2 | The Okonkwos | Family of 4 | Direct Debit | 02 Apr | Paid |
| 3 | L. Beckett | Adult | Direct Debit | 02 Apr | Paid |
| 4 | E. Sandhu | Adult | Direct Debit | 02 Apr | Paid |
| 5 | S. Iwu | Junior | Direct Debit | 11 Apr | Failed |
| 6 | T. Sharma | Adult | Bank transfer | 09 Apr | Paid |
| 7 | M. Ellison | Student | Not set up | Not yet | Due |
| 8 | J. Okonkwo | Under 5 | Free | Nothing due | Paid |
| 9 | P. Bassey | Adult | Committee | Waived | Waived |
Why this keeps happening
Subs are the job that never finishes
Most clubs run this on a spreadsheet, a bank statement and somebody's memory. A few have a payment page that takes money and then tells you nothing useful. Both end in the same three problems.
The list is wrong by April
Somebody built it in March. Since then four people have joined, two have moved to a family rate and one has left. The version on the treasurer's laptop and the version in the secretary's inbox stopped agreeing weeks ago.
Chasing falls to one person
Matching bank references to names, working out who is short, writing the awkward email. It is hours of unpaid work every year, and it lands on whoever is least able to say no.
Nobody can answer the simple question
How many paid-up members has the club got, right now? A club that cannot answer that in a second cannot enforce it either, so people play all season without paying and everyone quietly knows.
One list
A register that is true today
Every member, their category, what they owe and whether it has arrived. Not a snapshot somebody exported, and not a payment history you have to read backwards. The status is the current state and it changes itself when money moves.
Filter it to the people who have not paid. Filter it to the ones whose payment failed. Export the lot to a spreadsheet when your treasurer wants one, because treasurers always want one.
| Member | Category | Chased | Status | |
|---|---|---|---|---|
| 1 | S. Iwu | Junior | 11 Apr | Failed |
| 2 | M. Ellison | Student | Once | Due |
| 3 | T. Sharma | Adult | Twice | Due |
Your rules
You set the categories and the prices
Adult, student, junior, over-65, off-peak, social, life member, whatever your club actually publishes. Under-5s at nothing, because free is a price like any other and the register should say so rather than leave them off.
Family rates are priced by how many people they cover, which is how clubs write them on the noticeboard. One family, one payment, and every person in it shows as paid on their own line.
Your membership year runs when it runs. April to March, January to December, September to August. Somebody joining in October pays a part year, on your rule and not ours, and the figure is worked out for them before they fill anything in.
| Category | Covers | Fee (£) | |
|---|---|---|---|
| 1 | Adult | 1 person | 96.00 |
| 2 | Student | 1 person | 42.00 |
| 3 | Junior | 1 person | 38.00 |
| 4 | Under 5 | 1 person | 0.00 |
| 5 | Family of 2 | 2 people | 172.00 |
| 6 | Family of 3 | 3 people | 205.00 |
| 7 | Family of 4 | 4 people | 232.00 |
| 8 | Family of 5 | 5 people | 255.00 |
Why Direct Debit
The work disappears, it does not move
A payment page still leaves somebody matching a bank statement to a list of names. Direct Debit is the only route where next year happens without anyone doing anything.
Nobody reconciles anything
No references to match, no statement to read, and no working out whether a payment came from Amy or from her mother. Every payment knows whose it is, because it was set up as theirs.
Renewals happen on their own
The instruction survives the year. Set next season's prices, check the list, and collect. Members who are staying do not have to do anything at all, which is exactly the group you most want to keep.
A failure is visible the day it fails
A bank transfer that never arrives looks identical to one nobody has checked for. A failed Direct Debit has a date and a reason on it, so it gets sorted out in April rather than noticed in September.
Members are used to it
It is how they pay for the gym, the phone and the car insurance. It is also how your club already pays its own insurance and its affiliation, so it is an instrument your treasurer knows.
Your money, your decisions
Automatic collection, nothing else automatic
The point of this is to remove typing, not judgement. Every decision that affects a member is one your club makes, and none of them are made for you by software at three in the morning.
Refund, waive, adjust
Refund somebody who joined and left. Waive a committee member's fee. Charge a hardship rate. Every one of them is recorded with a reason beside it, so next year's committee can see why.
Chase, or don't
Reminders are off until you switch them on, and you see who will get what before anything is sent. Some clubs want three reminders and a deadline. Some want to have a word in the bar. Both are supported by doing nothing.
Nothing is taken by surprise
Collection is a button your club presses, and it shows you the names and the total first. Members get the notice the banking rules require, from the processor, before any money moves.
And nobody is forced onto Direct Debit. Your club's bank details can sit on the payment screen beside it, so a member who would rather send a transfer, or hand over a cheque, still has an answer that does not involve finding the secretary. When the money arrives, you tick them off the list. It is a few clicks and the register is straight again.
Direct Debit is the route we build around because it is the one that removes the work rather than moving it. It is not the only thing the register can hold, and a club that wants to run half and half can.
And the account is your club's. You open it, your club's name is on your members' statements, and the subs land in your bank on your schedule. We never hold your money, we never see a member's bank details, and if you ever stop using Clayside the payment relationship is between your club and its members exactly as it was.
The part only Clayside can do
Your leagues already know these people
A payment system holds a list of payers. A league holds a list of players. At most clubs those two lists have never met, which is why somebody plays a full box league season having not paid since the year before last.
Here they are the same people. The paid status sits beside the name on your box rosters and on your club ladder, so the person building next season can see it while they are building it.
When you plan a new season, Clayside can offer to leave unpaid members out. That is off by default and it always will be, because whether somebody plays is a committee's call and not a database's. Nobody is ever removed from a box that is already running.
| Player | Category | Subs | |
|---|---|---|---|
| 1 | A. Reid | Adult | Paid |
| 2 | L. Okonkwo | Family of 4 | Paid |
| 3 | T. Sharma | Adult | Due |
| 4 | E. Sandhu | Adult | Paid |
| 5 | C. Iwu | Junior | Paid |
| 6 | G. Ellison | Student | Due |
Getting started
We set it up with you
This is the part clubs are right to worry about, so it is not left to you and a help page. It is a call and a couple of emails, and most of the work is ours.
The account, together
We sit with whoever holds the club's bank details and open your GoCardless account with them, once. It is your club's account from the first minute and it stays yours.
Your list and your prices, loaded
Send us the spreadsheet you already have. We load your members, your categories and your prices, and you check it. Nothing goes live until you say it is right.
One link to share
Members join or renew through one link you put wherever your club already puts things. They fill in one form, set up the Direct Debit, and they are on your register.
For a treasurer or a chair
Club membership fees, collected
One side of A4 on what this does, where the money goes, and what stays your club's decision. Download it, or print it yourself, and put it in front of your committee.
What it is
Clayside collects your club's membership subs by Direct Debit and keeps a register of who has paid. It is being built onto the software that already runs your box leagues and your club ladder, so it holds one list of members rather than a second one.
The job it removes
Nobody reconciles anything. There are no bank references to match to names, no statement to read down, and no working out whether a payment came from a member or from their parent. Each payment knows whose it is because it was set up as theirs.
Renewals then happen without anyone typing. The instruction survives the year, so you set next season's prices, check the list and collect. Members who are staying do nothing at all, which is the group you most want to keep.
You set the terms, not us
Your own categories and prices: adult, student, junior, over-65, off-peak, social, life member, whatever your club publishes. Under-5s at nothing. Family rates priced by how many people they cover, so one family pays once and every person in it shows as paid.
Your membership year runs when it runs, and somebody joining halfway through pays a part year on your rule rather than ours.
Where the money goes
Into your club's bank, through your club's own payment account, with your club's name on your members' statements. We never hold your money and we never see a member's bank details: those are typed on the payment provider's own page. Stop using Clayside and the arrangement between your club and its members is untouched.
What stays your decision
Refunds, waived fees and hardship rates are yours, each recorded with a reason beside it. Reminders are off until you turn them on. Collection is a button somebody at your club presses, and it names who will be charged and the total before it does anything.
If a member will not use Direct Debit
Your bank details can sit on the payment screen beside it. They send a transfer, and you tick them off when it lands. Cash and cheques work the same way. Direct Debit is what we build around because it removes the work rather than moving it, but it is not the only thing the register holds.
The part only Clayside can do
A payment system holds payers and a league holds players, and at most clubs those two lists have never met. Here they are the same people, so paid status sits beside the name on your box rosters and your club ladder. When you plan a season we can offer to leave unpaid members out, off by default and always will be: whether somebody plays is a committee's call, and nobody is removed from a box already running.
Where this is, and what to do
Designed in full and not yet built. We are building it with a club that asked for it, because what a real club needs beats what looked good on a plan. It is not priced yet. The box leagues and the club ladder are live today.
Tell us how your club runs subs now: your categories, your year, and what goes wrong every spring. That is what decides what gets built and in what order.
clayside.app/roadmap/membership-fee-management/ · hello@clayside.app · Agentu Ltd, No. 16191406
Straight answers
The questions a committee will ask
When will this be ready?
It is designed and it is not built. The club we build it with sets the timing, and the design is written down in full before a line of it is written.
If your club wants it, saying so is what moves it up the list. That is not a marketing line: there is one person building this, and what a real club needs beats what looked good on a plan.
Does our money come to Clayside?
No, and it never will. Your club opens its own GoCardless account. The subs go from your member to your club's bank, and we are not in the middle of it.
Your members type their bank details on GoCardless's own page, so we never see them either. There is nothing here for us to hold and nothing to lose.
What about a member who will not pay by Direct Debit?
Your club's bank details can be shown on the payment screen beside the Direct Debit button, so that member has an answer without having to find the secretary. They send a transfer, and when it lands you tick them off the register in a few clicks.
Cash at the desk and cheques work the same way: your secretary records what actually happened, and that member shows as paid like anybody else.
Direct Debit is the route we build around, because it is the one that removes the work rather than moving it. It is not the only thing the register can hold.
Can we refund someone, or waive a fee?
Yes. Refunds, waived fees, hardship rates, a committee decision to charge someone less: all of it stays with your club, and every one of them is recorded with a reason beside it.
Nothing is collected without somebody at your club pressing the button, and the screen shows you exactly who will be charged and how much before it does anything.
Do we have to move our whole membership system?
No. Bring the list you already have as a spreadsheet and it loads in one go. Your categories, your prices, your dates, your rules about joining halfway through the year.
There is no Clayside-defined membership category anywhere in this. Every club we have looked at has a different list, and a product that argued with yours would be wrong on day one.
Would you email our members?
Only about their own membership, only if you turn it on, and never about anything else. We do not sell anything to your members and we never will.
Under-18s are not contacted at all. A junior's record is a name, a date of birth and their category, and every contact detail belongs to a parent or guardian. Our safeguarding page sets out what a league holds about a player today, and it is the page this will be measured against.
What will it cost?
It is not priced yet, and we are not going to put a number on a page before it is real. What we can say is what it is priced against: what your club currently spends on a membership system, and the volunteer hours that go into chasing.
Our league pricing is on the pricing card and it is not changing because of this.
On the roadmap
Tell us how your club does this now
We are building this with clubs rather than at them. Tell us your categories, your year, and what goes wrong every spring. That is what decides what gets built and in what order.
The box leagues and the club ladder are live today. The subs register is not.