*Please note - Even though the finances in this section are displayed in GBP(£), the user guide applies to the EU & USA also.*
So, to start with, YES you absolutely can use Coacha if you take termly payments. Coacha have recently partnered with GocCardless which has brought the ability for you to add a start and end date to your subscriptions. This means you can easily set up recurring term time payments that occur only during term time! Head over to our Money user guides to find out more.
Although we try and give as much flexibility as possible, sometimes we’re restricted by other system’s functionality. For example, at the moment, you’re currently unable to take termly payments with Stripe. However, if you’re keen to use Stripe, but work in terms, here are a few workarounds that could help:
We know that one of the many beauties of using Coacha is the ability to automate your payments. But the fact is, if you charge termly payments, you’re decreasing the amount of times that you take payments by two thirds. The best way to get around this in Coacha is to make three (or four – depending on how many terms your club is open) one-off payments.
This would require you to sit down at the start of each term (just 3 times a year) and send the one-off payment request to your members individually. They would fill in the payment request and voila, the payment is in your Stripe account! We think this may be a prime opportunity to grab a hot cuppa, nip to the office for some admin time and have a quiet hour.
A lot of our clubs use this process as it avoids members/parents having to pay fees up-front at the start of a term. Although you charge termly, you could add up each of the payments and split the cost over 12 months. This may make things a little easier for your members/parents too. For example, if you charge £100 per term and there are 3 terms, the cost for the whole year is £300. You could split this over 12 months which would be £25 per month.
As you’re now charging termly but your members/parents are splitting the cost over a year, you can set up rolling subscriptions. This will require a small chunk of your time at the beginning of the setup process but will be effortless once up and running.
You’ll need to sit down and create your unique subscription plans, assign them to your members and send the payment requests. Once these are set up, you won’t need to worry about your payments any longer, unless you change your subscriptions in the future. Stripe will also contact you if a payment fails, so that you can chase the member/parent. You can setup the number of times Stripe tries to re-collect the payment before it notifies you, which we’ve been told is a very useful feature to have!
We love speaking to our users, so if you’re still unsure, or would just like to be talked through the process, feel free to get in touch via phone or email and we’d be more than happy to help!