Payment Options

Once you have clicked ‘Add new’ you will begin the process of setting up your Class. To assist you when building classes, the system will ask you to complete a series of steps which will automatically build the class name for you.

Step 3: Enter a prefix for the class name - for example, ‘Squad’ or ‘Recreational’.

Step 4: The next step allows you to ‘Set timetable’. Here, you can select the dates and times your class takes place. Selecting this option will also display the class on the Rota. If you are creating a class for a term you will want to select multiple dates. To do this, simply click on each date the class takes place. Alternatively, you can select all the specific days within a month by clicking on the day at the top of the calendar – for example, clicking Monday will select all the Mondays within a month. To remove a date just click on it again.

When you have selected all the required dates click ‘OK’.

Step 5: You will now see a pop-up box with a list of all the classes.

Step 6: Assign a coach. Here, you can select the number of coaches that you need to assign to the class. Clicking on the ‘Coaches required’ will let you select the number of coaches required for the class. Clicking on ‘Select coach’ will display a list containing all contacts in your account with access rights. You can then assign coaches to the class and enter their hourly rate of pay - you can choose to save this information to one session or save to all sessions. If you want to edit the time of any class click on ‘Edit’, and if you want to edit the coaches for a single session click on ‘Edit coach’.

This information will be viewable from the ‘Rota’ which can be found under the ‘Settings’ tab. From there you will be able to manage the coaches attending your classes, book leave and run a payroll report.

Step 7: Next, you can add an age group - for example, ‘4-5 Years’.

Step 8: Assign a period to the class name - this could be ‘Summer term’.

Step 9: The class name will now be populated in the box with any data you have added. Your organisation name will also be displayed. You can edit this now if needed.

Step 10: You can add any further information regarding the class. This will be displayed above the class if it is positioned on any other form or if selectable from within a contacts account.

Step 11: When people pay for this Class, it is a ‘One-off payment’, or a ‘Recurring payment’.

If it is a recurring payment, you will be able to decide the frequency with which it is taken: Monthly, Quarterly, Bi-annually and Annually.

If your account has been setup to take payment by Direct Debit, by default, the system will require people to pre-authorise their payment. So, each time money is due it will get automatically collected and reconciled for you.

If your account is not setup to take payment by Direct Debit, then the system will require people to pre-authorise payments via PayPal. The limitation with PayPal is that pre-authorised agreements only run for 12 months meaning these aren’t suitable for annual memberships that auto-renew.

Step 12: Limit the number of people that can register for this class?

If you have limited space available for the Class, you can cap the number of people that can register.

If you would also like the system to add people to a waiting list once the cap has been reached, you can do by selecting 'Yes' to the question, 'When full, give prospects the option to join a waiting list?'

People registering after the maximum number has been reached will be added to the system group 'Online registrations awaiting approval' - you can view that group under the main menu option 'Contact'. Once you have approved the prospect from there, they will be added to the waiting list.

Please note - if the Class becomes full, people registering for the Class will be notified at the point of registration, so they can decide whether they want to continue or not.

Step 13: Cost of this class – simply, enter the price you wish to charge.

Step 14: Offer an early payment discount?

To encourage people to pay on time you can offer an early payment incentive – this can either be an amount or a percentage.

By selecting ‘applicable on or before’ you can set the date the person has to have registered by to receive the discount.

Step 15: Allow people to pay by instalments?

To help spread the cost, you can allow people to pay by instalments. If someone opts to pay by instalments, they are required to pre-authorise future payments.

Here, you can set the number of payments people can spread the cost over and the frequency with which they are paid - for example, Monthly.

Each time an instalment is due, the system will generate a payment request, collect and reconcile the money for you.

You can choose to notify people of this request when setting up the instalment notification email template (described later in this article).

Step 16: Add an additional cost for people paying by instalments?

You can add an additional fee to the total cost of those opting to pay by instalments - this fee is spread over the number of instalments they need to pay.

Step 17: Ask people not paying by instalments to pre-authorise payments?

This option is useful for collecting payments on an ongoing basis - each time you request money, the system will collect and reconcile the payments for you.

You can choose to make pre-authorisation mandatory, optional or not displayed.

Step 18: Display the option for prospects to register for this class on your registration form:

This allows you to publish the Class on the registration form for the Groups / Categories selected in the question above.

Step 19: Display this class as a standalone option for prospects to register for on your online registration page?

Select this option to display the Class in the main dropdown list of items to register for via your registration page.

Step 20: Take payment at the point of registration?

Selecting ‘Yes’ will require people registering via the registration page to pay at the point of registration. Selecting ‘No’ will put the attendees into the group 'Online registrations awaiting approval' for you to approve and request payment from.

Step 21: Display the option for people to register for this class in their online account

If you want to give existing contacts the option to register for another class, you can make the registration form available for selection in their account.

Step 22: When attendees pay, move or copy them to a new group?

You can choose to select one of two options when someone pays in full for the Class; Copy or Move them to a group. These options are useful if you want to be able to group together everyone who has paid, quickly.

Contacts will be moved/copied to this group once their payment has cleared or been paid offline.

Step 23: After people register for this class, display the form in their online account?

Because contacts can be associated to any number of Classes, Courses and Groups which often have unique forms, when the contact logs into their online account, we provide you with the option to select whether you want them to see the form for the Class they are in.

Typically, the answer will be ‘Yes’ here.

Email Templates

Each Class comes with its own set of email templates that are used when the system sends automated emails out.

The email templates available depend on several settings entered during the setup of the Class. For example, the instalment notification email template will only show if you have opted to receive payment by instalments.

All email templates are customisable and give you the option to select who they should come from, what the subject header should be, whether to insert field data or add an attachment.

Here's a full list of the templates available:

Template 1: Payment Request Email Template

This email template is used when requesting payment from people added to the Class.

Added to the Class could mean adding someone individually, importing people via a spreadsheet or approving people that have registered online. Each of these processes will purge the system to ask if you want to generate a payment request. This email will be used to request payment.

Template 2: Welcome Email Template

This email template is sent to people registering online.

The default text of this email template differs depending on whether you have opted to take payment at the point of registration or you whether you want to vet people before approving their membership.

Please note - this email template will not be available if you have selected 'No' to the option ‘Display this class as a standalone option for prospects to register for on your online registration page?'.

Template 3: Overdue Payment Reminder

If switched on, this will send automatically. You can also set after how many days the reminder should be sent.

Template 4: Renewal Notification Email

For Classes that automatically renew, this email template is used to send the renewal notifications to contacts. This includes the option to switch on / off future notifications.

Template 5: Instalment Notification Email

For Classes that have the option to pay by instalments, this email template is used to send the instalment notifications to contacts. Again, this includes the option to switch on / off any future notifications.

Step 24: Once you've input the settings for the Class and are happy, you can 'Save' or 'Save and build form’. The latter will link you through to the form builder page.

Once you have completed the above steps you will have successfully created your Class

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How Do I Display a Class on my Registration Form?

There may be instances where you would like to attach a class to a registration form you have currently displaying to be selected when new people are registering.

To do so, please follow the steps below:

Step 1: Select ‘Add new’ or ‘Edit’ if you have already created the Class.

Step 2: A pop-up box will then appear with the options for setting up your Class.

One of the questions you will be asked is, ‘Display the option for prospects to register for this Class: On your registration form’ – select, ‘Yes’.

Step 3: Once you have selected ‘Yes’ you will be asked to ‘Select your registration form’.

Here, you will select which form(s) you would like your Class to appear on. Simply tick the box next to the name of the form you want the Class to appear on, then click ‘Ok’.

Step 4: Once you are happy with your choices and the rest of the Class settings, click ‘Save and Finish’.

Step 5: By default, the Class will appear at the bottom of the form(s) you selected. If you would like it to appear somewhere else on the form(s), you will need to go to ‘Settings’ > ‘Forms’.

Step 6: Once there, select the form you would like to edit in the ‘Build/edit form for’ drop-down menu. You can then drag and drop the Class to where you want in the box on the lower right-hand side which is comprised of multiple grey boxes.

Step 7: When you are done, hover over ‘Save’ and click ‘Save and finish’.

You will now have successfully added your Class to your form(s) for selection.

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How Can I Display a Class on My Website?

Before you can display your class on your website you will need to enable the settings for the class to either display as a standalone option on your registration page or attached to a stand-alone option.

To enable your class to be viewable, follow these steps:

Displaying a Class as a Stand-alone Option

To display the class as a selectable option on your registration form, please follow these steps:

Step 1: To create a new Class click ‘Add new’ or to edit an existing one click on ‘Edit' to the right-hand side of the screen next to the class you wish to display.

Step 2: A Pop-up box will appear with the class settings. One of the questions that you will be asked is ‘Display the option for people to register for this class: Via a stand-alone registration form?’. Here you will need to select ‘Yes’.

Step 3: The question ‘Request payment at the point of registration?’ will appear. If you would like payment made as they register, then select ‘Yes’. If not, then select ‘No’ and the person will need to be vetted and will appear in the group ‘Online registrations awaiting approval’ once they have completed their registration.

Step 4: You will now need to save your changes, scroll to the bottom of the window and select ‘Save and Finish’.

Displaying a Class as a Registration Form

Step 1: To create a new Class click ‘Add new’ or to edit an existing one click on ‘Edit' to the right-hand side of the screen next to the class you wish to display.

Step 2: A Pop-up box will appear with the class settings. One of the questions that you will be asked is ‘Display the option for people to register for this class: On your registration form?’. Here you will need to select ‘Yes’.

Step 3: The option to ‘Select your registration form’ will appear. Click on this to choose which form the Class can be selected from.

Step 4: The question ‘Request payment at the point of registration?’ will appear. If you would like payment made as they register, then select ‘Yes’. If not, then select ‘No’ and the person will need to be vetted and will appear in the group ‘Online registrations awaiting approval’ once they have completed their registration.

Step 5: You will now need to save your changes, scroll to the bottom of the window and select ‘Save and Finish’.

Embedding the registration form on your website

The next stage is to make sure that you have the correct links to embed onto your website. Here are the steps you need to follow to embed the registration forms, the login page and event pages into your website.

Step 1: Hover over ‘Settings’ at the top of the page. Then, select ‘Account’.

Step 2: Towards the bottom of the ‘Settings’ page you will see the ‘Navigation’ section where there will be 3 URLs - one for the registration page, one for the login page and one for the events page.

Step 3: To display your Class on your website, you will need to copy the registration page URL.

Step 4: Paste the URL into an <iframe> tag in the following manner (you can adjust width and height as per your preference):

Step 5: Copy the <iframe> code into the body of your web page HTML source - it should look like this:

$(document).ready(function () {

iFrameResize({ autoResize: true }, '#ifrmresize');

})

</script>

It should now look like this:

Note - To make the page load back at the top of the form you will also need to add the following script.

jQuery(document).ready(function ($) {

iFrameResize({

autoResize: true,

initCallback: function(){

$('html, body').animate({

scrollTop: $("#ifrmresize").offset().top

}, 500);

'#ifrmresize');

});

</script>

Once this is done, you will be able to access your registration form and the Class from within your website.

Alternatively, you can embed a single Class into your website for use on a specific page relating to it.

To do this, follow these steps:

Step 1: Login to your account and hover over ‘Settings’ at the top of the page. Then, select ‘Account’.

Step 2: Towards the bottom of the ‘Settings’ page under ‘Navigation’ you will see, ‘Registration form URLs’ – click on ‘Select’.

Step 3: Several URLs will then appear each relating to a specific form you have created and chosen to appear as a Stand-alone option. Select the one for the Class you wish to embed or the form the class is displaying on and copy it.

Step 4: Paste the URL into an <iframe> tag in the following manner (you can adjust width and height as per your preference):

Step 5: Copy the <iframe> code into the body of your web page HTML source - it should look like this:

$(document).ready(function () {

iFrameResize({ autoResize: true }, '#ifrmresize');

})

</script>

It should now look like this:

Note - To make the page load back at the top of the form you will also need to add the following script.

jQuery(document).ready(function ($) {

iFrameResize({

autoResize: true,

initCallback: function(){

$('html, body').animate({

scrollTop: $("#ifrmresize").offset().top

}, 500);

'#ifrmresize');

});

</script>

Having individual form URL’s embedded can be useful to separate and direct prospects to the right form from an area of your website.

For example, if they are looking to register a for a pre-school session you can send them straight to the pre-school form, and those looking for classes for older children can then be directed straight there too.

Well done! If you followed these steps correctly, you have now successfully embedded your form into your website.

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How Do I Renew a Class?

To renew your Class, complete the following steps:

Step 1: Click on 'Renew' which can be found on the right-hand side of the Class you wish to renew.

Step 2: A box will then appear. Here, you can re-name the Class, edit the cost (if necessary) and select whether you wish to review/edit the other settings of the Class.

If you wish to edit the settings, click on 'Save and Finish' when done. If you choose not to review/edit the settings, click on 'Next'.

Step 3: You will then be presented with two options to renew:

a) ‘Renew all people in the 'old' Class’; or
b) ‘Renew only people who have paid in the 'old' Class’

After you have decided, click ‘Next’.

Step 4: Then, select one of the following three options:

Option 1: ‘Schedule the payment request(s) now’:

Select this option to send the payment request(s) now or schedule the request(s) to be sent at a later date.

If you have scheduled the payment request to go out at a later date, then the request will appear in the ‘Upcoming Payment Report’ where you can edit the details further if necessary.

If you have selected the request to go out 'now', details of the payment request will appear in ‘Financials’ > ‘Payment reports’ within a few minutes of completing the process.

Option 2: ‘Schedule the payment request(s) later’:

Select this option to schedule your payment request(s) another time. When you are ready, you can access the payment requests under ‘Financials’ > ‘Payment request(s) waiting to be scheduled’.

Option 3: ‘No payment request(s) required’:

Select this option if you want to add people to the Class but not request payment.

After you have sent out the renewal requests you may wish to delete the old Class.

Please note - deleting ‘old’ Classes will not affect the information in the Payment Reports.

Once you have completed all the above steps you will have successfully renewed your Class.

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How Do I Offer Instalments for a Class?

Step 1: Select ‘Add new’.

Step 2: A text box will then appear with the options for setting up your Class.

One of the questions you will be asked is, ‘Allow people to pay by instalments?’ – select, ‘Yes’.

Step 3: Once you have selected ‘Yes’ additional fields will appear.

Here, you can select the number of instalments a payment can be made in and the frequency with which they are taken - for example, weekly or monthly.

Step 4: You will also be able to select whether you would like to charge an additional fee for paying by instalments.

If you choose ‘Yes’, enter the amount you would like the additional fee to be. This will then show you the total cost the Class will equate to, including the additional fee.

Step 5: Once you are happy with your choices and the rest of the Class settings, click ‘Save and Finish’.

Alternatively, to amend an existing Class so that it offers the ability to pay by instalments, follow these steps:

Step 1: Select ‘Edit’ which can be found next to the Class in question on the right-hand side.

Step 2: A text box will then appear with the existing options selected for the Class.

Scroll down to the question, ‘Allow people to pay by instalments?’ and select, ‘Yes’.

Step 3: Once you have selected ‘Yes’ additional fields will appear.

Here, you can select the number of instalments a payment can be made in and the frequency with which they are taken - for example, weekly or monthly.

Step 4: You will also be able to select whether you would like to charge an additional fee for paying by instalments.

If you choose ‘Yes’, enter the amount you would like the additional fee to be. This will then show you the total cost the Class will equate to, including the additional fee.

Step 5: Once you are happy with your choices and the rest of the Class settings, click ‘Save and Finish’.

You will now have successfully created the option for people to pay for the Class in instalments.

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How Do I Edit a Class?

To do this, follow these simple steps:

Step 1: To the right of the Class you wish to edit, click on ‘Edit’.

Step 2: A box will then appear displaying the setting options for the Classes you wish to edit.

Step 3: Once you are happy with the new setting options, click ‘Save and Finish’.

Your Class will now be updated – simple!

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How Do I Delete a Class?

To delete a Class, follow these simple steps:

Step 1: Click on ‘Delete’ on the right-hand side of the Class you wish to delete.

Deleting a Class will not affect any payment information in the Payment Reports.

Please note - if the Class is set to auto-renew all future payments will be cancelled and the forecasted income in the Payment Reports will be updated accordingly.

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How Do I Create an Early Payment Discount for a Class?

Step 1: Select ‘Add new’.

Step 2: A text box will then appear with the options for setting up your Class.

One of the questions you will be asked is, ‘Offer an early payment discount?’ – select ‘Yes’.

Step 3: Once you have selected ‘Yes’ additional fields will appear.

Here, you can select whether to discount the price by an amount or a percentage. Whichever you select, you will then insert a number that you wish to discount the price by.

You will also select the date that payment is required on or by to be eligible for the discount. Once this date passes, so will the opportunity for a discounted rate.

Step 4: Once you are happy with your choices and the rest of the Class settings, click ‘Save and Finish’.

Alternatively, to amend an existing Class so that it offers an early payment discount, follow these steps.

Step 1: Select ‘Edit’ which can be found next to the Class in question on the right-hand side.

Step 2: A text box will then appear with the existing options selected for the Class.

Scroll down to the question, ‘Offer an early payment discount?’ and select ‘Yes’.

Step 3: Once you have selected ‘Yes’ additional fields will appear.

Here, you can select whether to discount the price by an amount or a percentage. Whichever you select, you will then insert a number that you wish to discount the price by.

You will also select the date that payment is required on or by to be eligible for the discount. Once this date passes, so will the opportunity for a discounted rate.

Step 4: Once you are happy with your choices and the rest of the Class settings, click ‘Save and Finish’.

You will now have successfully added the option for an early payment discount to your Class.

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How Do I Create a Waiting List for a Class?

Step 1: Select ‘Add new’.

Step 2: A text box will then appear with options for setting up your Class.

One of the questions you will be asked is, ‘Limit the number of people that can join this Class?’. To setup a waiting list, select ‘Yes’.

Step 3: Once you have selected ‘Yes’, additional fields will appear. Here, you can type the maximum number of people who can join the Class.

You will also be asked, ‘When full, give prospects an option to join a waiting list?’ – to setup a waiting list, click ‘Yes’.

Step 4: Complete the Class setup process and click ‘Save and Finish’.

Once this is done, you will have successfully setup your waiting list!

Please follow these steps if you wish to add a waiting list to a pre-existing Class.

Step 1: Next, find the Class you wish to add the waiting list to and select ‘Edit’ which can be found on the right-hand side.

Step 2: A text box will then appear with the current settings for the Class.

Scroll down until you find the question, ‘Limit the number of people that can join this Class?’. To setup a waiting list, change the answer to ‘Yes’.

Step 3: Once you have selected ‘Yes’, additional fields will appear. Here, you can type the maximum number of people who can join the Class.

You will also be asked, ‘When full, give prospects an option to join a waiting list?’ – to setup a waiting list, click ‘Yes’.

Step 4: Once you have amended your settings click ‘Save and Finish’. This will update your Class and successfully create the waiting list.

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How Do I Create a Form for a Class?

LoveAdmin allows you to build customisable online forms that are used to store information about your contacts and for prospects to complete when registering online.

You can add, edit and view these forms under ‘Settings’ > ‘Forms’.

You can have different forms for different Classes or a master form associated with all Classes.

When creating a form, you are inputting the questions that will appear:

When you add an individual person to the system
On the downloadable spreadsheet used to import contact details into LoveAdmin
On the online registration form

Creating a Form for all Classes

Step 1: To apply a standard form, select ‘Master Form’ from the drop-down list next to ‘Build/edit form for:’ then pick the relevant fields from the list on the left-hand side.

If a field is mandatory, click on the ‘Mandatory’ tick box next to that field on the right-hand side.

Step 2: To create a question not on the pre-set list, click on ‘Create custom fields/statements’ link. You can then write your question, decide whether it is mandatory and what type of answer best describes the reply:

Free Type – Single line – this option allows people to enter text and numbers freely. For example, a written reply such as a sentence or statement.

Free Type – Multi-line – this option allows people to enter text and numbers that require a longer answer freely. For example, a field for medical information.

If you anticipate the answer being long, select the ‘Multi-line’ option.

Multiple Choice – set how many answers people can choose from by clicking on the ‘Add More +’ button. The system will automatically provide boxes for two options.

With this option, you have the choice of selecting multiple answers or just one.

Date – for date related questions, select this option so contacts can select from an interactive calendar display.

Acceptance – for any questions where you need agreement, then you can use an acceptance field. This field will also allow you to insert text, the system will display the question hyperlinked, the text can be read by people by clicking on the question.

Acceptance fields, when answered, will create a timestamp for when the answer was given. It will be displayed in the contacts online account, it can be added to tables in the ‘Contacts’ view or exported.

Step 3: You can define whether fields are for ‘Internal use only’ or ‘View only’ (i.e. people can see the field value but cannot edit it. For example, a membership number)

If your question is long or has an extensive block of text before it, you may want to insert a statement or input a declaration. There is an option to do so from within the ‘Create custom fields/statement’ box.

Creating Different Forms for Different Groups

To create a different form (separate from the Master Form) for a specific group, select the group from the drop-down list and edit.

Once you change and save the form, that form then becomes independent of the Master Form. Therefore, if you subsequently make a change to the Master Form it will not affect the new independent form.

Please note - the one exception to this is if you change the property of a custom question (or statement). For example: the text of the question or answer type - this change will apply to that question whatever form it appears in. If the answer type is altered from Multiple Choice to Free Type, you will lose the data previously associated to the multiple choice and vice versa.

Copying Forms

Follow these steps to copy a form from another Class:

Step 1: First, select the form you want to build from the 'Build/edit form for' dropdown list.

Step 2: Next, select the form you wish to copy in the dropdown list, ‘copy form from’.

Step 3: Once you are happy you have selected the right forms, click on ‘Copy Form’.

Your form will then be successfully copied.

Deleting Fields from Forms

To remove a field from the form, simply click on the ‘x’ found on the right-hand side of the grey box.

To permanently remove custom questions, click on ‘Edit’ in the grey box and then ‘Delete’.

Please note – if you delete a question, both it and the data associated with it will be permanently deleted from the system.

Acceptance terms

To set your acceptance term on your registration page, follow these steps:

Step 1: Hover over the ‘Registration page’ icon in ‘Forms’ and select ‘Add acceptance terms’.

Step 2: Input the wording you would like to appear.

Step 3: Click ‘Save’.

Step 4: Hover over ‘Save’ and click ‘Save and Finish’.

The wording you entered above will then appear at the bottom of your registration page. To view the wording, click on the hyperlink. For example: ‘We need you to read and agree to our Terms and Conditions and Privacy Policy before completing this registration’.

Please note: This will only appear on your registration pages and will automatically be made mandatory. If you would like to record the date this was accepted or have it viewable from the contacts online account, we would suggest using an acceptance field instead.

Points to Note

If you have different forms for different groups, it is best to create a Master Form first with common fields.

Once you are happy with the Master Form you can start to customise forms for the different groups. You can quickly see all forms that are linked to the Master form by clicking on the link icon next to the ‘Build/edit form for’ dropdown list.

When importing data into the system you first need to download the template. This template is made up of the fields in your groups. If you have a field in your form that is greater than 60 characters, for technical reasons, the field will not appear in the template. Keep this in mind when building your form.

There is also an option to create an abbreviation that will appear in the template. This abbreviation will also appear when the field is used on the register.

When creating custom questions, the name of the question must be unique.

Also, when editing a custom field/statement, the change will apply wherever that field/statement appears - for example, if you make an edit to a custom question on the Adult form, the change will also show on the Junior form if it is used there too.

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How Do I Copy a Class?

To save you time setting up your Class, we give you the option to copy other Classes which already exist.

To do this, follow these simple steps:

Step 1: To the right of the Class you wish to copy, click on ‘Copy’.

Step 2: A box will then appear with the setting options for the copied Class. These will be pre-populated with the setting choices you made for the original Class you selected.

Step 3: Once you are happy with the setting options, click ‘Save and Finish’.

Your new copied Class will now appear in the list.

Please Note - when you copy a Class you are also copying the form for that Class too. If you wish to edit the form for the new Class, go to ‘Settings’ > ‘Forms’.

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How Can I Display a Membership Category on My Website?

Before you can display your Membership Category on your website you will need to enable the settings for the Membership Category to either display as a standalone option on your registration page or attached to a stand-alone option.

To enable your Membership Category to be viewable, follow these steps:

Displaying a Membership Category as a Stand-alone Option

To display the Membership Category as a selectable option on your registration form, please follow these steps:

Step 1: To create a new Membership Category click ‘Add new’ or to edit an existing one click on ‘Edit' to the right-hand side of the screen next to the Membership Category you wish to display.

Step 2: A Pop-up box will appear with the Membership Category settings. One of the questions that you will be asked is ‘Display the option for people to register for this Membership Category: Via a stand-alone registration form?’. Here you will need to select ‘Yes’.

Step 4: You will now need to save your changes, scroll to the bottom of the window and select ‘Save and Finish’.

Displaying a Membership Category as a Registration Form

Step 1: To create a new Membership Category click ‘Add new’ or to edit an existing one click on ‘Edit to the right-hand side of the screen next to the Membership Category you wish to display.

Step 2: A Pop-up box will appear with the Membership Category settings. One of the questions that you will be asked is ‘Display the option for people to register for this Membership Category: On your registration form?’. Here you will need to select ‘Yes’.

Step 3: The option to ‘Select your registration form’ will appear. Click on this to choose which form the Membership Category can be selected from.

Step 5: You will now need to save your changes, scroll to the bottom of the window and select ‘Save and Finish’.

Embedding the registration page on your website

The next stage is to make sure that you have the correct links to embed onto your website. The following steps show what you need to do to embed registration forms, the login page and event pages into your website.

Settings > Account

Step 1: Login to your account and hover over ‘Settings’ at the top of the page. Then, select ‘Account’.

Step 3: To display your Membership Category on your website, you will need to copy the registration page URL.

Step 4: Paste the URL into an <iframe> tag in the following manner (you can adjust width and height as per your preference):

Step 5: Copy the <iframe> code into the body of your web page HTML source - it should look like this:

$(document).ready(function () {

iFrameResize({ autoResize: true }, '#ifrmresize');

})

</script>

It should now look like this:

Note - To make the page load back at the top of the form you will also need to add the following script.

jQuery(document).ready(function ($) {

iFrameResize({

autoResize: true,

initCallback: function(){

$('html, body').animate({

scrollTop: $("#ifrmresize").offset().top

}, 500);

'#ifrmresize');

});

</script>

Once this is done, you will be able to access your registration form and the Membership Category, from within your website.

Alternatively, you can embed a single Membership Category into your website for use on a specific page relating to it.

To do this, follow these steps:

Step 1: Login to your account and hover over ‘Settings’ at the top of the page. Then, select ‘Account’.

Step 2: Towards the bottom of the ‘Settings’ page under ‘Navigation’ you will see, ‘Registration form URLs’ – click on ‘Select’.

Step 3: Several URLs will then appear each relating to a specific form you have created and chosen to appear as a Stand-alone option. Select the one for the Membership Category you wish to embed or the form the Membership Category is displaying on and copy it.

Step 4: Paste the URL into an <iframe> tag in the following manner (you can adjust width and height as per your preference):

Step 5: Copy the <iframe> code into the body of your web page HTML source - it should look like this:

$(document).ready(function () {

iFrameResize({ autoResize: true }, '#ifrmresize');

})

</script>

It should now look like this:

Note - To make the page load back at the top of the form you will also need to add the following script.

jQuery(document).ready(function ($) {

iFrameResize({

autoResize: true,

initCallback: function(){

$('html, body').animate({

scrollTop: $("#ifrmresize").offset().top

}, 500);

'#ifrmresize');

});

</script>

Having individual form URL’s embedded can be useful to separate and direct prospects to the right form from an area of your website.

For example, if they are looking to register a for a junior section you can send them straight to the pre-school form, and those looking for Membership Categories for adults can then be directed straight there too.

Well done! If you followed these steps correctly, you have now successfully embedded your form into your website.

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How Do I Renew a Membership Category?

Renewing a Membership Category may seem confusing to begin with - but, by following these simple steps, you will have mastered it in no-time.

To renew your Membership Category, do the following:

Step 1: Click on 'Renew' which can be found on the right-hand side of the Membership Category you wish to renew.

Step 2: A box will then appear. Here, you can re-name the Membership Category, edit the cost (if necessary) and select whether you wish to review/edit the other settings of the Category.

If you wish to edit the settings, click on 'Save and Finish' when done. If you choose not to review/edit the settings, click on 'Next'. Please note all current settings including the form and email templates will be copied to the new category.

Step 3: You will then be presented with two options to renew:

a) ‘Renew all people in the 'old' Membership Category’; or
b) ‘Renew only people who have paid in the 'old' Membership Category’

After you have decided, click ‘Next’.

Step 4: Then, select one of the following three options:

Option 1: ‘Schedule the payment request(s) now’:

Select this option to send the payment request(s) now or schedule the request(s) to be sent at a later date.

If you have scheduled the payment request to go out at a later date, then the request will appear in the ‘Upcoming Payment Report’ where you can edit the details further if necessary.

If you have selected the request to go out 'now', details of the payment request will appear in ‘Financials’ > ‘Payment reports’ within a few minutes of completing the process.

Option 2: ‘Schedule the payment request(s) later’:

Select this option to schedule your payment request(s) another time. When you are ready, you can access the payment requests under ‘Financials’ > ‘Payment request(s) waiting to be scheduled’.

Option 3: ‘No payment request(s) required’:

Select this option if you want to add people to the Membership Category but not request payment.

After you have sent out the renewal requests you may wish to delete the old Membership Categories.

Please Note - deleting your old Membership Categories will not affect the information in the Payment Reports.

Once you have completed all the above steps you will have successfully renewed your Membership Category.

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How Do I Offer Instalments for a Membership Category?

Step 1: Select ‘Add new’.

Step 2: A text box will then appear with the options for setting up your Membership Category.

One of the questions you will be asked is, ‘Allow people to pay by instalments?’ – select, ‘Yes’.

Step 3: Once you have selected ‘Yes’ additional fields will appear.

Here, you can select the number of instalments a payment can be made in and also the frequency with which they are taken. For example, weekly or monthly.

Step 4: You will also be able to select whether you would like to charge an additional fee for paying by instalments.

If you choose ‘Yes’, enter the amount you would like the additional fee to be. This will then show you the total cost the Category will equate to, including the additional fee.

Step 5: Once you are happy with your choices and the rest of the Membership Category settings, click ‘Save and Finish’.

Alternatively, to amend an existing Membership Category so that it offers the ability to pay by instalments, follow these steps:

Step 1: Select ‘Edit’ which can be found next to the Membership Category in question on the right-hand side.

Step 2: A text box will then appear with the existing options selected for the Membership Category.

Scroll down to the question, ‘Allow people to pay by instalments?’ and select, ‘Yes’.

Step 3: Once you have selected ‘Yes’ additional fields will appear.

Here, you can select the number of instalments a payment can be made in and also the frequency with which they are taken. For example, weekly or monthly.

Step 4: You will also be able to select whether you would like to charge an additional fee for paying by instalments.

If you choose ‘Yes’, enter the amount you would like the additional fee to be. This will then show you the total cost the Category will equate to, including the additional fee.

Step 5: Once you are happy with your choices and the rest of the Membership Category settings, click ‘Save and Finish’.

You will now have successfully created the option for people to pay for the Membership Category in instalments.

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How Do I Edit a Membership Category?

Rarely are things perfect first-time round. So, we have made it incredibly easy for you to edit an existing Membership Category.

To do this, follow these simple steps:

Step 1: To the right of the Membership Category you wish to edit, click on ‘Edit’.

Step 2: A box will then appear displaying the setting options for the Membership Category you wish to edit.

Step 3: Once you are happy with the new setting options, click ‘Save and Finish’.

Your Membership Category will now be updated. Simple!

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How Do I Delete a Membership Category?

It is likely that at some point you are going to want to delete a Membership Category. So, we have made it very simple to do.

Step 1: Click on ‘Delete’ on the right-hand side of the Category you wish to delete.

Deleting a Category will not affect any payment information in the Payment reports.

Please note - if the Category is set to auto-renew all future payments will be cancelled and the forecasted income in the Payment Reports will be updated accordingly.

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How Do I Create an Early Payment Discount for a Membership Category?

Step 1: Select ‘Add new’.

Step 2: A text box will then appear with the options for setting up your Membership Category.

One of the questions you will be asked is, ‘Offer an early payment discount?’ – select, ‘Yes’.

Step 3: Once you have selected ‘Yes’ additional fields will appear.

Here, you can select whether to discount the price by an amount or a percentage. Whichever you select, you will then insert a number that you wish to discount the price by.

You will also select the date that payment is required on or by to be eligible for the discount. Once this date passes, so will the opportunity for a discounted rate.

Step 4: Once you are happy with your choices and the rest of the Membership Category settings, click ‘Save and Finish’.

Alternatively, to amend an existing Membership Category so that it offers an early payment discount, follow these steps.

Step 1: Select ‘Edit’ which can be found next to the Membership Category in question on the right-hand side.

Step 2: A text box will then appear with the existing options selected for the Membership Category.

Scroll down to the question, ‘Offer an early payment discount?’ and select, ‘Yes’.

Step 3: Once you have selected ‘Yes’ additional fields will appear.

Here, you can select whether to discount the price by an amount or a percentage. Whichever you select, you will then insert a number that you wish to discount the price by.

You will also select the date that payment is required on or by to be eligible for the discount. Once this date passes, so will the opportunity for a discounted rate.

Step 4: Once you are happy with your choices and the rest of the Membership Category settings, click ‘Save and Finish’.

You will now have successfully added the option for an early payment discount to your Membership Category.

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How Do I Create a Waiting List for a Membership Category?

Hopefully, as your organisation grows, you will begin to have more applicants than you can handle. To help manage this, we have created simple to setup waiting lists.

Step 1: To begin the process of creating a waiting list for a Membership Category, select ‘Add new’.

Step 2: A text box will then appear with options for setting up your Membership Category.

One of the questions you will be asked is, ‘Limit the number of people that can join this membership category?’. To setup a waiting list, select ‘Yes’.

Step 3: Once you have selected ‘Yes’, additional fields will appear. Here, you can type the maximum number of people who can join the Membership Category.

You will also be asked, ‘When full, give prospective members an option to join a waiting list?’ – to setup a waiting list, click ‘Yes’.

Step 4: Complete the Membership Category setup process and click ‘Save and Finish’.

Once this is done, you will have successfully setup your waiting list!

Please follow these steps if you wish to add a waiting list to a pre-existing Membership Category.

Step 1: Find the Membership Category you wish to add the waiting list to and select ‘Edit’ which can be found on the right-hand side.

Step 2: A text box will then appear with the current settings for the Membership Category.

Scroll down until you find the question, ‘Limit the number of people that can join this membership category?’. To setup a waiting list, change the answer to ‘Yes’.

Step 3: Once you have selected ‘Yes’, additional fields will appear. Here, you can type the maximum number of people who can join the Membership Category.

You will also be asked, ‘When full, give prospective members an option to join a waiting list?’ – to setup a waiting list, click ‘Yes’.

Step 4: Once you have amended your settings click ‘Save and Finish’. This will update your Membership Category and successfully create the waiting list.

Once you have completed the above steps you will have successfully created a waiting list for your Membership Category.

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How Do I Create a Membership Category?

Creating a Membership Category may look daunting, but do not worry, we are here to give you a helping hand.

To begin the process of creating a Membership Category, select ‘Add new’.

You will now have a few decisions to make in order to make your Membership Category perfect.

Step 1: ‘Name of Membership Category’

The world is your oyster – name it whatever you would like.

Step 2: ‘Is this a joint Membership Category (for example, for families/couples?)’

If you have a joint Membership Category (like a family or couple) where the lead member pays for all the linked members under one subscription cost, select this option.

We realise you may not want to restrict the members of this to one category, so we have given you the choice to set which other Membership Categories (if any) members of the joint membership can belong to without incurring further cost.

Step 3: ‘At Renewal time’

‘Create a new membership category and give members the option to renew’

This option is recommended for organisations whose members opt to renew at the start of each membership period.

‘At renewal time, have the system automatically renew members in this category’

Recommended for organisations whose members automatically renew at different times throughout the year or automatically on a fixed date, for example, at the beginning of each month or the start of the membership year.

Selecting this option will require you to select a renewal frequency: Monthly, Quarterly, Bi-annually or Annually.

If your account has been setup to take payment by Direct Debit, by default, the system will require people to pre-authorise payment. This allows the system to automatically collect and reconcile money when it is due.

If your account is not setup to take payment by Direct Debit, then the system will require members to pre-authorise payments via PayPal. The limitation here is that PayPal's pre-authorisation agreements only run for 12 months – a problem for memberships renewing annually.

Step 4: ‘Limit the number of members that can join this membership category?’

If you have limited space for the Membership Category, you can set a cap for registrations.

If you want the system to add people to a waiting list once the cap has been reached, you can, by selecting ‘Yes’ to the question 'When full, give prospective members an option to join a waiting list?'.

They will then be added to the system group, 'Online registrations awaiting approval'.

Step 5: ‘Prefix membership number’

If using the membership number feature (enabled in ‘Settings > Account’), you can prefix the number based on which Membership Category the member is in. To create a prefix for this membership category, enter it here.

Step 6: ‘Cost of this membership category’

Charge as much or as little as you like – the decision is yours.

Step 7: ‘Offer an early payment discount?’

To encourage members to pay on time you can offer an early payment incentive. You can set a percentage or an amount and select the date to which this applies on and before. After the date expires, the cost of the subscription group will revert to the full cost so anyone that has not paid will no longer get the discounted rate. Snooze you lose!

Step 8: ‘Allow members to pay by instalments?’

To help spread the cost, you can allow members to pay by instalments. If members opt to pay by instalments, they are required to pre-authorise future payments.

Here, you can set the number of instalments the cost can be spread over and the frequency with which they are paid - for example, ‘Monthly’. Each time an instalment is due, the system will generate a payment request, collect and reconcile the money automatically.

Step 9: ‘Add an additional cost for members paying by instalments?’

You can add an additional fee to the subscription cost for those opting to pay by instalments. This fee is spread over the number of instalments.

Step 10: ‘Ask members to pre-authorise payments?’

You can decide whether you want people that are added to this category to pre-authorise payments. Typically, if the membership category is set to auto-renew you would select yes.

If you do not want to make pre-authorisation mandatory, you can make it optional or opt not to display the pre-authorisation option.

Step 11: ‘When requesting payment from members, payment is due:’

Typically, this is set to 'On request' but by changing this to any number will mean that in the detailed payment reports (member level), the number of days shown in the overdue column will not start to increment until the payment due by date has passed.

Step 12: ‘Allow members to change membership category?’

This option allows existing members to change the Membership Category they are in.

As an administrator, you can set which Membership Category (if any) members can change to by selecting the permitted Membership Categories from the list.

Step 13: ‘When members pay, move or copy them to a new group?’

You can choose one of two options when a member pays in full for the Membership Category: ‘Copy member to group’ or ‘Move member to group’. These options are useful if you want to be able to group together all the paid members for quick reference.

Step 14: ‘Display the form for this membership category in the member's online account?’

Because members can be associated to any number of Membership Categories and groups which often have different forms, when the member logs into their online account, we provide you with the option to select whether you want the member to see the form for the Membership Category they are in. Typically, the answer will be ‘Yes’.

Step 15: ‘Allow prospective members to register for this membership category via the online registration page?’

This setting determines whether the Membership Category is available for selection on your online registration page. Normally, this would be set to ‘Yes’, but you may want to change it to ‘No’ towards the end of the membership year.

Step 16: ‘Ask for payment at the point of registration?’

When people register online, you can set if you want them to pay at the point of registering or not. If you select ‘No’ you will be able to vet prospective registrants.

Step 17: ‘Email Templates’

Each Membership Category comes with its own set of email templates that are used when the system sends automated emails out.

The email templates available depend on some of the settings entered during the setup of the Membership Category, however.

All email templates are customisable and give you the option to select who they should come from, what the subject header should be, whether to insert field data or add an attachment.

Here is a full list of templates available:

Template 1: ‘Payment request email template’

This email template is used when requesting payment from members added to the category.

Template 2: ‘Welcome email template for people registering online’

This email template is sent to people registering online.

The default text of this email template differs depending on whether you have opted to take payment at the point of registration or if you want to vet people before approving their membership.

Template 3: ‘Overdue payment reminder email template’

There is an option to switch this feature on and decide how many days later after payment is due the reminder should be sent.

Template 4: ‘Membership renewal notification email’

For Membership Categories that automatically renew, this email template is used to send the renewal notifications to members. This includes the option to switch on / off future notifications.

Template 5: ‘Instalment notification email template’

For Membership Categories that have the option to pay by instalments, this email template is used to send the instalment notifications to members. Again, this includes the option to switch on / off future notifications.

Once you've input the settings for the Membership Category, click 'Save' or 'Save and build form for this membership category'. The latter will link you through to the form builder page.

You have now successfully created a Membership Category!

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How Do I Create a Form for a Membership Category?

LoveAdmin allows you to build customisable online forms that are used to store information about your contacts and for prospects to complete when registering online.

You can add, edit and view these forms under ‘Settings’ > ‘Forms’.

You can have different forms for different Membership Categories or a master form associated with all Membership Categories.

When creating a form, you are inputting the questions that will appear:

When you add an individual person to the system
On the downloadable spreadsheet used to import contact details into LoveAdmin
On the online registration form

Creating a Form for Membership Categories