To access the accounting module in Hoopit, you must have the title Finance Manager. Here you can see how to give yourself or someone else a new title. Before you can create a training fee, you must also add an account number for the sport for which the training fee should be created.
1. Create a new payment
Go to "Accounting" -> "Payments" in the left menu, and select "New Payment".
Then select "New Training Fee", followed by the sport you want to send the training fee to.
2. Define prices
Next, you will be asked whether all teams should have the same price. If yes, enter the amount and press next. If you click no, all teams defined with group type "team" will appear, and you can define a separate price for each team.
If any of the sub-groups should have a different price, this can be entered as shown below.
Set the correct price for the sub-groups. If you do not want to send out training fees to any of the groups, check "exclude" for those groups that should not receive an invoice. They will then be excluded from the distribution.
When an amount has been entered in all groups that are to be included, click "Next".
3. Customize the fee
In the next screen, you can change the title and description as desired. We recommend that you provide contact information for the person creating the invoice in the "description" field so that members know who to contact if they have questions about the payment.
Everyone who joins a group between the period start and period end will automatically receive the training fee, completely automatically! The publication date determines when the payment should be sent. After you have created the payment, you can adjust and change individual dates so that everything is correct when the publication date arrives.
You also have the option to choose what should happen with players who are members of multiple teams within the sport. Should they pay for the cheapest, most expensive, or all teams - the remaining fees will be automatically waived. You also have the option here to define a sibling discount.
Required payment
You can also set up a payment that is required before you get access to a group, as needed. This is done most easily when you send out the training fee by checking this setting:
But it can also be set up for an already active training fee by following these steps:
Select the group you want to set a required payment for through the dropdown menu
Go to group settings either by clicking the gear icon in the top right corner, or by going to the left menu Groups -> Settings
Click on Registration and scroll down to Required Payment. Then you will come to this page:
When this filter is turned on, all new athletes in this group will receive a payment before they can join the group. The athletes will then have a deadline to join the group. It will look like this;
Frequently asked questions and answers:
Question | Answer |
When is the money paid out? | We pay out all incoming payments from the previous week every Friday, and the money is usually in the account on Monday or Tuesday. |
Where can I find information about the payouts? | When the money arrives in your account, an associated PDF report will have been generated. You can find this under Payouts in the accounting dashboard. |
Can I adjust an individual invoice? | Yes, you can search for a member either under Payment Requests or by clicking into the training fee. |
How do reminders work? | Hoopit automatically sends reminders for you 2, 5, and 7 days after the payment deadline has passed. After that, reminders are sent once a week for up to one year. Reminders are sent as emails and push notifications to everyone who has the app. |
How do I prevent players on multiple teams from receiving multiple payments/training fees? | This is a separate setting in step 2. There you can choose whether members in multiple groups should receive the cheapest, most expensive, or both fees. |
Some groups and teams are missing when I want to create the training fee? | Only groups with group type "team" are displayed when you create a training fee. Go to group settings to change this for the relevant groups. |
I have created a required payment, but it says on the registration page that registration is closed? | Registration will be open when the period for the training fee is active and it has been published. |