Set up how entries are paid

This guide explains how you set up payments for your competition’s entries. Under Payments › Settings you decide which methods you offer, when each payment is created and until when the club can pay. The club’s payment details and receipts are under Club › Settings.

Before you start

• Payments appears in the competition menu only once the call for entries stops being a draft. If you have not published it yet, follow Create and publish a competition call.
• The amounts come from the fees. If the competition has no fees, registration is free and there is nothing to collect. Review them under Fees and places.
• To take card payments, your club needs a connected Stripe account that allows payments. For bank transfer, your club’s IBAN and account holder are needed. Connect Stripe to collect entry fees explains the Stripe step.
• The money goes directly to your club’s Stripe account or to its IBAN. Clybo’ takes no commission and does not handle the money.
• You decide the refund policy and communicate it to the club, for example in a document in the call for entries. See Documents for the competition’s clubs.

Step by step

1. Open Payments › Settings

Select Payments in the competition menu and then the Settings tab. Here you set up how this competition is paid. Your club’s payment details (Stripe account, Bank transfer and Receipts) are under Club › Settings, on the Collections screen, and are used in all your competitions. The side column of Payments › Settings shows the same blocks.

2. Choose the methods

Under Methods, tick Bank transfer, Card or both:

• Bank transfer: “The club uploads the proof of payment and you confirm it”.
• Card: “Collected in your Stripe account”.

A method appears disabled when something is missing, and next to it you will see the reason, for example IBAN missing, Stripe account missing or Club details missing for the receipt. The Complete in Collections link takes you to the Collections screen, where those details are (Club › Settings).

3. Decide when payment is due

Under When to pay you choose one of two moments:

• After approval, “Approved entries only”: the payment is created when you approve the entry. Until then, the club’s registration Payment row says “When the registration is approved”.
• On submission, “The place is released if it is not paid in time”: the payment is created when the club submits the registration. If the deadline passes with nothing paid, no proofs to review and no card payment in progress, Clybo’ releases the places when the deadline passes and notifies the club by email afterwards. There is no advance warning, apart from the reminder you set. See Confirm the competition’s transfers and payments.

Once entries have been sent, When to pay is locked and the reason appears beside its options: “This cannot be changed in the competition’s current status.” Decide the timing before opening registration.

4. Set the payment deadline

Under Payment deadline you choose how the deadline is calculated:

• Until a date: complete Due date and Time. The default time is 23:59. If the competition has a registration close, you will see the suggestion “Suggested: entries close + 7 days”. With Payments requested later: N days you set the deadline for payments requested less than 24 hours before the due date: in that case the deadline is those days rather than the fixed date.
• Days after the payment is requested: complete Days to pay. If you enter 7, the payment falls due at the end of the seventh day after the day it is requested.

If you move a due date you had already saved, the box Also apply to pending payments appears, ticked by default. With the box ticked, only pending payments that followed the previous fixed date are moved; those that already have a deadline in days or an extension of their own do not change. If you untick it, payments already requested keep their date and only new ones use the new date. To extend the deadline of a specific charge, use Extend deadline on its record, as step 6 of Confirm the competition’s transfers and payments explains. Clubs whose payments move receive an email with the new deadline.

If the due date falls after the first session, you will see the notice “The deadline falls after the first session.”.

5. Choose the reminder

Under Reminder choose No reminder or a notice 1, 2, 3 or 7 days before the deadline.

6. Complete the receipt details

Under Club › Settings, on the Collections screen, in the Receipts block, tick Include the tax ID (NIF) on receipts if you want receipts to carry the club’s NIF. To turn it on, complete the Club tax ID (NIF) in the same block. If you do not have one, you will see “To include the tax ID on receipts, the club needs a tax ID.”.

Also check the Name, Address, Postcode and City. Competition receipts carry the CR series, which the block shows as “No invoice · series CR-2026”, with the current year. They are not invoices.

If your club is a Clybo’ customer, these details are read-only, with the text Change in Clybo’; you complete them in Clybo’, as explained in Set up online payments with Stripe.

7. Save your changes

The methods, timing, deadline and reminder are saved with Save in the header of the screen, at the top right. Bank transfer and receipts have their own Save in each block of the Collections screen. Once the change is saved, “Changes saved” appears under the header.

If something goes wrong

• “None of the payment methods is available”: there is no IBAN or Stripe account with payments enabled. Complete the details with Complete in Collections.
• “There are paid fees and no payment method: choose how to collect”: there are fees, but you have not ticked any method. This notice appears in Summary.
• “The payment due date is missing or has already passed”: enter a future date or switch to Days after the payment is requested.
• “A payment method is not available right now”: check the reason shown next to the method.
• “Club details missing for the receipt”, followed by the missing fields. Name and Address are completed in the Receipts block of Club › Settings (Collections screen), which you also see in the side column of Payments › Settings. Club tax ID (NIF) appears only if you include the NIF on receipts. Contact email is that of your organisation’s public address, which is set up when you turn on Competiciones Rítmica. If your club is a Clybo’ customer, the details in the Receipts block are read-only, with the text Change in Clybo’; you complete them in Clybo’.
• The “Complete the receipt details” banner under Payments: club details for the receipt are missing. Complete them in the Receipts block of Club › Settings, as described in the previous point.
• When to pay cannot be changed: entries have already been sent. Decide the timing before opening registration.

Next step

• Connect Stripe to collect entry fees, if you take card payments.
• Confirm the competition’s transfers and payments, to review the proofs.
• Receipts and refunds for the competition.