Getting Started with Clubshub & GoCardless

Welcome to the guide for setting up and using the Clubshub integration with GoCardless. This document walks you through the initial setup, payment flow, cost benefits, and where to go for support.

🚀 Introduction

The Clubshub + GoCardless integration allows clubs to collect direct debit payments from members in a simple, automated, and cost-effective way. This integration ensures clubs can manage memberships and recurring payments directly within the Clubshub platform while benefiting from significant cost savings.

ℹ️ Note: GoCardless handles the actual payment processing. Clubshub facilitates the initiation and tracking of these payments.

💰 Cost Benefits

Before diving into setup, here’s why this integration is beneficial:

• Lower Transaction Fees: Just 1% + 20p per transaction (vs 2-3% with traditional card processors)
• No Hidden Costs: Transparent pricing with no setup fees, monthly fees, or hidden charges
• Bulk Payment Discounts: Reduced fees for processing multiple payments simultaneously
• No Failed Payment Fees: Unlike many providers, GoCardless doesn’t charge for failed payment attempts

Real-World Impact

For a typical club with 100 members paying £20 monthly:

• Traditional card processing: £2-3 per transaction
• GoCardless: Just 40p per transaction
• Annual savings: £1,920 - £3,120

✅ What You’ll Need

Before getting started, ensure you have the following:

• A valid Clubshub account with admin permissions
• A GoCardless account (sign up at gocardless.com)
• Access to your organisation’s payment settings in Clubshub

🔗 Connecting Your GoCardless Account

To connect GoCardless with Clubshub:

1. Login to Clubshub
2. On first login, Clubshub will guide you through the GoCardless setup journey
3. If you’re not set up, you’ll see an “Action Required” notification on your dashboard
4. Click Register With GoCardless
5. You’ll be redirected to GoCardless to sign up or login and approve the connection to Clubshub
6. Once completed, you’ll return to Clubshub with confirmation of successful connection

💡 Note: If you don’t see the setup prompt and aren’t connected to GoCardless, please contact support.

💳 How Payment Collection Works

1. Clubshub triggers the payment based on your club’s billing rules or member activity
2. GoCardless handles:
   • Direct Debit creation
   • Payment collection
   • Bank transfers to your club’s account
3. Payment status updates are sent back to Clubshub for tracking and reconciliation

Benefits for Your Club

1. Direct Debit Efficiency

• Automated payment collection reduces administrative workload
• Predictable cash flow through scheduled payments
• Reduced late payments and manual follow-ups

2. Enhanced Member Experience

• Seamless payment setup process
• Automated payment reminders
• Secure and reliable payment processing
• Multiple payment options for members

3. Improved Cash Flow

• Faster payment processing
• Reduced payment delays
• Better financial forecasting

🔍 Responsibilities Overview

To prevent confusion between Clubshub and GoCardless support, here’s a breakdown of who owns what in the process:

Clubshub is responsible for:

• Managing members, plans, and billing logic
• Triggering payment requests to GoCardless
• Displaying payment statuses (as reported by GoCardless)
• Club membership management and administration

GoCardless is responsible for:

• Creating and managing direct debits
• Processing payments through bank networks
• Handling refunds, failed payments, and payout delays
• Payment processing and bank transfers

💡 Check GoCardless first if you think a payment isn’t reporting correctly in Clubshub. All payment-related queries must go through GoCardless.

🛠️ Troubleshooting & Support

Here’s where to go depending on the type of issue:

❓ FAQs

Q: How long does it take for payments to settle? A: Typically 3–5 working days via GoCardless.

Q: Can I refund a payment from Clubshub? A: Refunds must be issued from within GoCardless.

Q: Can members see their payment status? A: Yes, payment statuses are synced back to Clubshub and visible to admins.

Q: What if a direct debit fails? A: Clubshub will show the failure, but resolution must be done via GoCardless.

Q: Are there any setup fees? A: No, GoCardless has transparent pricing with no setup fees, monthly fees, or hidden charges.

Q: How much can I save compared to card processing? A: Average savings of 40-60% compared to traditional card processing fees.

🔗 Helpful Resources

• GoCardless Support
• Clubshub Support
• Direct Debit Explainer – GoCardless
• Why We Partnered with GoCardless

📬 Still Need Help?

If you’re unsure who to contact or you’re running into unexpected behaviour, start by reviewing your GoCardless dashboard. If payments are successfully processed but not reflecting in Clubshub, contact us.