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This article explains how instalments work, how to enable them, and how to manage payments and cancellations.
Please note this feature is only available for club registration forms. Association and governing bodies must pay in full.
Overview
Payment instalments allow participants to pay club registration fees in monthly payments instead of paying the full amount upfront. This can make registration more affordable while still giving your club clear visibility of payments.
When instalments are enabled, participants pay a deposit on the club fee on registration day, along with all association or governing body fees, memberships, PlayHQ service fees, products, and applicable taxes. The remaining club fee balance is then split into equal monthly instalments.
Instalments are charged automatically to a saved credit or debit card. After the first payment, no action is required unless a payment fails.
How Payment Instalments Work
Registration payments are split into two parts: the amount paid on the day of registration, and the remaining club fee paid overtime.
On registration day, participants pay all association and governing body fees, memberships, products, the chosen deposit percentage of the club fee, the full PlayHQ service fee, and taxes on that amount. The remaining club fee balance, plus applicable taxes, is divided into equal monthly instalments. Each instalment includes an instalment processing fee.
For example, if the club fee is $500 and the deposit is 20%, the participant pays $100 upfront plus other required fees. The remaining $400 is divided evenly across the months until the final payment due date.
The system automatically creates the payment schedule based on the registration date and the final payment due date set in the form. Instalments are charged on the same day each month as the final due date. If that date does not exist in a shorter month, the charge is processed on the last available day.
If you change the deposit or final due date after registrations begin, the changes apply only to new registrations. Existing participants keep their original schedule.
Enabling Payment Instalments
To enable instalments, go to the Admin Portal, open Competitions, select your competition and season, and then open the relevant player registration form.
In the Payments section, turn on “Allow payment instalments.”
Select a final payment due date. It must be a future date and between the 1st and 28th of the month. The system will automatically set the monthly payment date to match. Then choose a deposit percentage and save the form.
Choose a due date that aligns with your season and a deposit that balances cash flow with affordability. Many clubs set deposits between 20% and 50%.
Managing Payment Issues
Instalments are processed automatically. If a payment fails, the system retries before marking it for follow-up.
If a participant pays outside PlayHQ, cancel the instalment plan first, then update the payment status to “Paid Offline” so your records show the registration as fully paid.
You may need to cancel an instalment plan if a participant withdraws, pays offline, or cannot resolve payment issues. To cancel, open the participant’s registration, view the payment schedule, select “Cancel Instalment Plan,” enter a reason, and confirm. Remaining instalments are cancelled, the status updates to “Instalments Cancelled,” and the action is recorded. You can only cancel a plan if unpaid instalments remain.
If you cancel a registration, the system automatically cancels any remaining instalments and stops future charges.
Important Information
PlayHQ service fees are calculated on the full registration amount and charged in full on registration day. They are not split across instalments. Each instalment includes a processing fee.
Discounts and vouchers apply as normal and automatically adjust both the upfront and instalment amounts. Taxes are calculated correctly for both portions.
Participants must use a credit or debit card for instalments. PayPal Pay in 4 is not available. Card details are securely stored for automatic billing.
Instalments are available only for player registration fees. Coaches, officials, and volunteers must pay in full.
Participants cannot currently pay off instalments early.
Each instalment appears as a separate transaction in reports, with its own transaction ID but the same order number. Payments are paid out to your club according to your normal payout schedule.
Only club fees can be paid by instalments. Association and governing body fees must be paid in full on registration day.