SwimOffice Admin - Not an Admin or Super User

TeamUnify’s Payment Manager allows Super Users and non-admins alike to update the payment methods in their account and how they are used in a consistent interface. They can have several payment methods and select which is used to pay for what, depending on what options the team allows.

One screen for making a payment appears during checkout in Online Registration, Lessons Registration, TUMoney donations, and when logged in, under My Account > $My Invoice/Payment > Make Payment. A user can use their currently active card, select from a different credit card or add a new one.

Payment Manager credit card selection

The other screen, the E-Payment Manager, is for managing payment methods. Non-admins can access it in several places in the My Account tab on the side.

  • Setup Auto Pay
  • My Account
    • Payment Setup
    • Swim Lessons > Update/Change to CC

E-Payment Manager

Super Users can access it in several additional places.

  • Team Admin > Account/Member Admin > edit Account
    • Payment Setup
    • Swim Lessons > Update/Change to CC
  • Billing Admin > Invoices & Payments > edit Account
    • Payment Setup
    • Swim Lessons > Update/Change to CC
  • Team Admin > Lesson Admin > Acnts/Revenue
    • Edit Account > Update/Change to CC
    • Monthly Simulation Rpt > [Change Payment Method]
    • Monthly Simulation Rpt > Change CC

The E-Payment Manager allows one to add a new or update an existing CC and/or ACH account, and can have three possible payment methods listed—Credit and Debit Cards, ACH Bank Account, Mail Payments. Make sure to click Save Payment Setup after changing any selections.

With the options available for each, a specific option can only be selected in one payment method. For example, if you select “Use for Fees Associated With Your Account” for a credit card, it will get deselected in whichever method it was previously used.

Obviously some options only appear if your team is using them. For example, “Use for Lessons Specific Fees” only appears for teams using TU Lessons.

Credit and Debit Cards

Credit and Debit Cards section of Payment Manager

This area can have multiple cards. There will be five possible options for each card in the Account.

  • Use for Fees Associated With Your Account — These are monthly auto pay fees, including any non-recurring fees added the prior month.
  • Use for Lessons Specific Fees — Does not appear if Remove Option to Pay by CC is checked under “Lessons Recurring Payment Options” in Billing Setup.
  • Use for On Demand Payments
  • Update Card — Allows anyone to enter new or updated CC details. This brings up a blank form, so no one will be able to see existing CC info.
  • Remove Card — Deletes the CC from the Account. Does not appear for non-admins if Disable the “Remove” Card functionality is checked in Billing Setup.
Please note that only Credit Cards work in Canada; debit cards do not.

ACH Bank Account

ACH Bank Account section of Payment Manager

  • Use for Fees Associated With Your Account — It can only be used for swim team monthly auto pay fees; it cannot be used for Lessons fees nor on demand payments. Currently a user can only have one ACH account on file, but we can add the ability to have multiple accounts if there is a demand for it.
  • Replace Bank Account — Update the bank account details. This brings up a blank form, so no one will be able to see existing ACH info. The Add Bank Account button performs the same function.

Mail Payments

Mail Payments section of Payment Manager

This whole section does not appear for non-admins if Remove Option to Pay Manually is checked in Billing Setup. There will be three possible options.

  • Use for Fees Associated With Your Account — Shows as being for Super User Only if Remove Option to Pay Manually is checked in Billing Setup.
  • Use for Lessons Specific Fees — Does not appear if Remove Option to Pay Manually is checked under “Lessons Recurring Payment Options” in Billing Setup.
  • Do not allow CC On Demand Payments — does not appear for non-admins if Require CC on file for OnDemand Charge is checked in Billing Setup.

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See Also
Payment Manager set up / Payment Option Settings
Setup auto pay for a family
On demand charges and payments for Admins