Manage season memberships and cash payments
Set up season memberships alongside match fees, send reminders and correct cash records without losing the audit history.
Open Season memberships
Open Payments in the web portal or mobile app, then Season memberships. Managers see their authorised teams. Club admins can grant Manage season memberships and Record cash payments separately in Staff team permissions; ordinary coaching permissions do not grant these actions.
Choose the fee model
Create a membership for a season-only fee or a season fee with separate match charges. Enter the membership name, season, amount, due date, whether it is required or optional, and any notes. The separate-match-fees setting describes the membership; configure individual match charges in the existing matchday fee tools. For match-fees-only or no fees, do not assign a season membership.
Assign players
Select the applicable teams, then assign the membership to an entire team or selected players. Review names and amounts before confirming. Each player receives a separate membership record; assigning the same membership again does not create another charge. Linked player and parent accounts receive an in-app notification.
Check family payments
Parents can view memberships for their linked children together, including paid records and outstanding amounts. Memberships and match fees remain separate records. If Stripe is not ready, the unpaid fee remains visible with instructions to contact the club instead of an active online payment button.
Confirm online payments
Pay online opens secure Stripe checkout for that membership. Money is routed through the club's connected Stripe account using the existing payment arrangement. Returning from checkout does not mark the fee paid: NEXTXI waits for Stripe confirmation. Refresh Payments to see the confirmed status and payment date.
Record cash received
Choose Mark paid by cash only after the club has received the full displayed amount. Check the player, team, membership, amount and date; add a reference if useful, then confirm. NEXTXI records the person who entered it and retains the payment history. An unresolved online checkout must be settled or safely closed first.
Review and remind
Use team, season, status and payment-method filters to review the membership ledger and totals. Unpaid memberships become overdue after their due date. Send a reminder from the unpaid record; its last-reminder time is recorded and repeat reminders are limited. Overdue fees do not automatically change selection eligibility.
Correct a mistake
A club admin can reverse an incorrectly recorded cash payment with a reason. The original entry remains in the audit history and the fee becomes unpaid again. Record a cash refund only when cash has actually been returned; this records what the club did and does not transfer money. Online refunds use the Stripe refund workflow and its confirmed status.
Checks that prevent common mistakes
- Check the player and season before confirming any payment.
- Optional memberships are labelled optional; being overdue does not block a child from playing.
- A cash record is evidence of money received by the club, not a payment transferred by NEXTXI.
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