Clubs

Setting membership fees and assigning these to club members are important if you want to manage both your club membership payments and Welsh Athletics registration payments through the myAthletics Portal.

To create a new membership fee for your club;

• Click MEMBERSHIP FEES on the left-hand side menu > click Edit my Club Year’ to confirm what month your club membership year runs from and to >  Save
• Click Add Membership Fee > enter the name of the Membership Type (e.g. Senior) and cost of the membership fee (e.g. £30)
• If you tick the Include Athlete Registration Fee box, this means that the fee amount entered includes Welsh Athlete registration fees. For a £30 membership fee for example, the portal will automatically assign £21 of the fee to Welsh Athletics on payment (for a senior member in 2024/25). It will do this by either redirecting payment to Welsh Athletics when a member pays through Stripe, or by notifying on the portal that the member has paid their Welsh Athlete registration fee to the club
• Note: If a membership fee has the Include Athlete Registration Fee box ticked, the amount entered will need to be at least the current Welsh Athletics registration fee, relevant to the athlete’s age (plus Stripe transaction fees if sending payment requests via Stripe – more info in the dropdowns below)  
• If you do not tick the Includes Athlete Registration Fee box, the portal will assume that the cost entered only includes the membership fee due to the club. However, if you are not using the Stripe payment funciton, you can still enter a cost that amounts to both club membership fees and Welsh Athletics registration fees if your club is paying for its' members athlete registartion fees only through the myAthletics Portal (more info in the dropdowns below)

• Click Save

To edit an existing membership fee

• Click MEMBERSHIP FEES on the left-hand side menu > click Edit next to an existing membership fee and update accordingly
• Click Save

Assigning Membership Types to members

• To assign the correct membership types to your clubs’ members, click PAYMENTS > Payments to Club > click on the Membership Type drop down menu next to the member and select the appropriate membership type
• If a member was assigned a Membership Type at the end of the Welsh Athletics Affiliation year, they would automatically be assigned the same membership type when payments reset on 1^st April. If the membership fee that was assigned to that member has been edited (e.g. increased to reflect increased registartion fees) - they would be assigned the updated fee when they become due 
• Note: If you see the below error message when trying to update the membership type for your members, it may be that the membership fee has been set up to include the Welsh Athletics registration fee, but the member you have selected is not a ‘competitive athlete’. You cannot assign membership types that include the Welsh Athletics fee to members who are not set up as competitive athletes

To change the ‘athletic status’ of your member so that they are marked as competitive:

• • Click on their name from the Payments to Club page
  • You will be taken to their profile, click Edit in the top right corner
  • In the ‘Athletics Status’ column you can choose to change the member to ‘Competitive’
  • Click Update to confirm the changes

This is the easiest and recommended way to manage your club’s payments through the myAthletics Portal. Payment requests can be sent to club members through the portal, with the payments they make being autmoatically split between the club and Welsh Athletics. To manage your club payments this way, take the following steps;

• Set-up a Stripe account. See guide here.
• Create your club membership fees on the myAthletics Portal by going to MEMBERSHIP FEES > Add Membership Fee (to create a new membership fee) or Edit (to amend an existing membership fee).
• The membership fee will need to include the club’s membership and Welsh Athletics registration fees. Ensure that you tick Includes Athlete Registration Fee so that the system knows to split the fee between the club and Welsh Athletics*  

* Note: There is a transaction fee payable to Stripe, which is currently 1.5% + 20p per transaction. For a £30 membership fee, for example, this amounts to 65p that will be deducted on payment. You may want to factor this in when setting the club’s membership fees. 

• Assign the correct membership type for each member by going to PAYMENTS > ‘Payments to Club’ > click Membership Type dropdown to find the correct membership for the member(s) 
• Go to ‘Payments to Club’ > select the member(s) and click Request Payment. This can be done individually or in bulk – with the ability to filter members by group, membership type, or payment status

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• Those members will then be showing as ‘Requested’ under Payment Status
• Members will receive an email with a link to a Stripe online payment page. Once payment is made, the member will be showing as ‘Paid’ in Payments to Club and Payments to Welsh Athletics

For clubs that collect club membership fees and Welsh Athletics registration fees separately, there is functionality in the myAthletics Portal to send payment requests to members to pay their athlete registration fees only. To do this, you will need to take the following steps;

• Create a membership fee on the myAthletics Portal by clicking on MEMBERSHIP FEES > Add Membership Fee (to create a new membership fee) or Edit to amend an existing membership fee
• As this is for Welsh Athletics registration fees only, the amount will be the current Welsh Athletics registration fee (2024/25 = £21.00 senior & £13.00 junior).*

* You will also need to account for the Stripe transaction fee (currently 1.5% + 20p per transaction). For the 2024/25 affiliation year, we suggest adding 60p to the membership fee for Welsh Athletics registration only, to cover the Stripe transaction fee.

• Ensure that you tick Include Athlete Registration Fee, so that the system knows to direct the payment to Welsh Athletics.
• Assign the correct membership type for each member by going to PAYMENTS > Payments to Club > select the correct Membership Type for the member(s)
• Go to PAYMENTS > Payments to Club > select the members > click Request Payment. This can be done individually or in bulk – with the ability to filter members by group, membership type, or payment status

• Once the payment request has been sent, those members will be showing as ‘Requested’ under Payment Status.
• Members will recieve an email with a link to a Stripe online payment page. Once payemnt is made, the member will be showing as 'Paid' in Payments to Welsh Athletics and Payments to Club 

For clubs that have not yet set up a Stripe account, or may have already collected athlete registration fees from their members, please see the below guide on how to pay for your members' athlete registration fees through the myAthletics Portal:

• Go to PAYMENTS > Payments to Welsh Athletics > select the member(s) that the club wants to pay registration fees for (individually or in bulk) > click  Pay Now > Pay Online (to make an online card payment) or Create an order (to generate an invoice and pay by BACS)

* Note: We ask that clubs avoid paying by BACS if possible, as this causes additional administrative work which can cause significant delays with registration.

• When the payment is made, the member(s) will be showing as ‘Paid’ in the Payments to Welsh Athletics page

For clubs using this method of paying for Welsh Athletics registration fees, there is still the option of assigining membership types to club members - which will help clubs track through the Portal which members have paid their fees to the club and Welsh Athletics. 

There are a couple of different ways to do this:

Option 1.

• Create your club membership fees on the myAthletics Portal by going to MEMBERSHIP FEES > Add Membership Fee (to create a new membership fee) or Edit (to amend an existing membership type)
• The membership cost entered will amount to the club membership fee and Welsh Athletics registration fees. However, do not tick Includes Athlete Registration Fee in this instance

• Assign this membership type for each member by going to PAYMENTS > Payments to Club > select Membership Type for each member
• Once the club has received payment from the member(s) – select the members(s) in Payments to Club > click Mark as Paid at the bottom of the screen

• You will be prompted to enter a payment method and payment date for all the members that you want to mark as paid (optional). Click Save once you have entered this information
• The payment status of these members will change to ‘Paid’ in the Payments to Club Page, but will remain as ‘Outstanding’ in the Payments to Welsh Athletics page
• To pay the registration fee portion of their payment, go to PAYMENTS > Payments to Welsh Athletics > manually select the members that the club wants to pay registration fees for (individually or in bulk) > click Pay Now > Pay Online (to make an online card payment) or Create an order (to generate an invoice and pay by BACS)
• When the payment is made, the member will also be showing as ‘Paid’ in Payments to Welsh Athletics 

Option 2.

• If you follow the same steps as in Option 1, but the Includes Athlete Registration Fee box has been ticked for the membership fee assigned to the members, those members will be showing as ‘Paid’ in the Payments to Club page, and their payment status will change to ‘Paid to Club’ in the Payments to Welsh Athletics page. Clubs can filter the Payments to Welsh Athletics page to show only these members. This indicates that the club has received the payment from the member(s) for their Welsh Athletics registration fee, but the fee has not yet been paid to Welsh Athletics
• To pay the registration fee portion of their payment, go to PAYMENTS > Payments to Welsh Athletics > select the member(s) showing as Paid to Club > click Pay Now (to make an online card payment) or Create an order (to generate an invoice and pay by BACS).

• When payment has been made, those members will be showing as Paid on the Payments to Club and Payments to Welsh Athletics pages