Clubs

Setting and assigning membership fees is essential for managing both club membership payments and Welsh Athletics registration payments through the myAthletics Portal.

Clubs can edit membership types at any time, updating prices or names before 1st April. Alternatively, new membership types can be created and assigned to members after 1st April. Once reassigned, old membership types can be deleted.

To create a new membership fee for your club:

• Click Membership Fees on the left-hand menu.
• Click Edit My Club Year, confirm your club’s membership year, then save.
• Click Add Membership Fee, enter the membership type (e.g., Senior) and the fee amount (e.g., £30).
• If you tick the Include Athlete Registration Fee box, the system will automatically allocate the correct portion to Welsh Athletics—£23 for a senior member or £14 for a junior member for the 2025/26 affiliation year.
• Click Save.

Note: If 'Include Athlete Registration Fee' is ticked, the fee must be at least the current Welsh Athletics registration fee for the relevant age group, plus any Stripe transaction fees if using Stripe payment requests (see below for details). If the box is not ticked, the portal will assume the entered fee only covers club membership.

Stripe Fees

When using the myAthletics Portal to process payment requests or direct member payments (details below), a Stripe transaction fee of 1.5% plus 20p per transaction applies. For example, if a club charges £30 for an adult membership, including the Welsh Athletics registration fee for 2025/26, £23 will be automatically sent to Welsh Athletics, while the remaining £7 (minus the Stripe fee) goes to the club. After applying the Stripe fee (65p from the full £30), the club will receive approximately £6.35. This is just an example; actual amounts will vary depending on the membership fee and member’s age category.

Using the Stripe payment function simplifies the payment process and reduces administrative work. While clubs may still choose to pay Welsh Athletics registration fees directly via card or BACS, we strongly encourage using Stripe for a more efficient experience.

Editing an Existing Membership Fee

• Click Membership Fees on the left-hand menu.
• Click Edit next to the membership fee you want to update, make the necessary changes, and Save.

Note: Clubs can update existing membership fees at any time. If adjusting fees for the new affiliation year, changes can be made before 1st April. Once the new affiliation year begins, members assigned to that membership type will automatically transition to the updated fee when payments reset.

Assigning Membership Types

To assign Membership Types to Members, go to Payments > Payments to Club, then select the correct membership type from the dropdown menu next to each member.

A member’s membership type can only be updated if they are showing as 'Outstanding' on the Payments screen portal (i.e., not marked as 'Paid' or 'Requested'). Once payment has been made, it cannot be changed.

Members assigned a membership type at the end of the Welsh Athletics affiliation year will retain it when payments reset on 1st April. If the membership fee has been updated (e.g., increased to reflect new registration fees), they will be assigned the revised fee when payment is due.

Bulk Updates

Clubs can update membership types in bulk instead of changing them individually. For example, from 1st April, clubs can select all current members assigned to a specific membership type (e.g., Senior 2024/25) and transfer them to a new type (e.g., Senior 2025/26).

Error Message Note

If you receive this error message when updating a membership type, it might be because the fee includes the Welsh Athletics registration fee, but the member isn't listed as a Competitive Athlete. To resolve this, update the member’s status to 'Competitive' by following these steps

• Click on the member’s name

• On their profile page, click Edit in the top right corner.

• In the Athletics Status column, select Competitive.

• Click Update to save the changes.

From 1st April, members' payment status will reset to Outstanding, enabling you to request fees again. Clubs can request payments for both club membership fees and Welsh Athletics registration through the myAthletics Portal. 

Requesting Club Membership and Welsh Athletics Registration Fees 

Using the split payment function is the easiest and recommended way to manage your club’s payments through the myAthletics Portal. This allows you to send payment requests directly to club members, with payments automatically split between the club and Welsh Athletics.

To request payments, follow these steps:

• Go to Payments to Club.
• Ensure members are assigned the correct membership fees for the current affiliation year (see Create and Assign Membership Fees above).
• Select the relevant member(s) and click Request Payment.*

            * Payments can be requested individually or in bulk, with filters available for group, membership type, or payment status.

• Once a payment request has been sent, the member(s) will show as Requested under Payment Status. Members receive an email with a link to a Stripe online payment page.      

• Once payment is made, their status updates to Paid in both Payments to Club and Payments to Welsh Athletics. The Payments to Welsh Athletics page confirms which members are officially registered—if marked as Paid here, their registration is complete.

Requesting Welsh Athletics Registration Fees Only

If your club wants to send payment requests for Welsh Athletics registration fees only, without collecting a club membership fee, follow these steps:

• Create and assign the correct membership fee (see Create and Assign Membership Fees above), ensuring the Include Athlete Registration Fee box is ticked so payments are directed to Welsh Athletics.
• Set the fee to match the Welsh Athletics registration rate:
  • 2025/26: £23 for seniors, £14 for juniors.
  • To cover Stripe transaction fees (1.5% + 20p per transaction), we recommend setting fees at £23.60 for seniors and £14.50 for juniors.
• Send payment requests as outlined in the previous section.

Club members can now log in to the myAthletics Portal and pay their fees directly—without the club needing to send payment requests. This feature further reduces admin work for club volunteers by empowering members to manage their own payments and profiles.

Club Setup: Enabling Direct Member Payments

For members to pay directly, clubs must:

• In Club Profile, set Allow Existing Member Registration to Yes (click Edit to update).

• Assign the correct membership type to each member (see Create and Assign Membership Fees above).

Note: While members can log in and make payment themselves, only clubs can assign membership types. Clubs are responsible for ensuring members are assigned the correct membership type before payment is made. Membership types will carry over from the previous affiliation year unless updated. We recommend clubs review and update assignments before notifying members to log in and pay using the Drect Member Payment function. 

How Members Can Make a Payment

Once payments become due for the new affiliation year (from 1st April), members can log in and pay directly:

• Log in to the myAthletics Portal using their URN/email and password.
  • If they don’t remember their password, they can reset it using the Forgot Password link on the login page.
  • For further login issues, they can contact office@welshathletics.org.
• Go to Payments and Orders in their profile.
• Click Create Order, then select Pay Online.

• Complete the payment through Stripe (transaction fees apply—see Stripe Fees in Create and Assign Membership Fees above).
• Once payment is made, their status will update to Paid on the Payments page.

We encourage clubs to use the Stripe payment options in the myAthletics Portal, as this streamlines payments, reduces admin work, and provides instant registration confirmation. However, for clubs that still collect membership fees separately, the portal allows them to transfer registration fees on behalf of their members.

This may be necessary, for example, for clubs with an affiliation year that differs from Welsh Athletics (e.g., January–January instead of April–April).

Note: Payments made this way require additional processing and are not instantly confirmed. BACS payments can take several days—or sometimes over a week—to fully clear. As a result, members may experience delays in registration confirmation, which could impact their ability to compete or access other member benefits. Clubs using this method are responsible for ensuring timely registration and correct payment allocation. 

How to Pay for Member Registrations

• Go to Payments > Payments to Welsh Athletics
• Select the member(s) whose registration fees need to be paid (individually or in bulk).
• Choose either:
  • Pay Online – to complete an immediate card payment.
  • Create an Order – to generate an invoice and pay by BACS.*

• Once the payment has been received and cleared, the member(s) will appear as Paid in Payments to Welsh Athletics, confirming their registration.

*If paying by BACS, please use the Order Number as the reference to avoid unnecessary delays.