Sending payment notes and receipts

Issuing is not sending: a payment note or a receipt only reaches the family when you send it or when the club has automatic sending switched on. The email carries a "View document" button that opens the document's public page, where the family can see and print it without an account.

Send a document

1. On the person's record in Members, open the "Finance" tab and select "Account".
2. Under "Documents", select "View document" on the row of the note or receipt.
3. Choose what to send: on a note, "Send document" or "Send reminder", which reminds the family that the note is unpaid; on a receipt, "Send thanks". A cancelled document no longer shows these buttons.
4. In the "Send document" window, check the "To" field. It comes filled in with the person's sending email; to add another address, type it and press Enter or a comma. Use "CC" to add copies.
5. Review the "Subject" and the "Message". The text comes from the club's template in Email templates; whatever you change here applies to this email only.
6. Select "Send by email".

Once sent, the document page shows under "Last sent" when and to whom the email went. "View online" opens the same page the family sees.

Who receives it

On the person's record, the "Communication" tab has a "Finance" section with two separate choices:

• "Issue in the name of": the "Athlete" or the "Guardian". This is the name shown on the document.
• "Send to": who receives the emails. At the first registration of each season it is set to the guardian if the athlete is a minor, or to the athlete; during the season it only changes by hand.

Automatic emails and "Send outstanding docs" use the "Send email" address shown in that section, that of the person chosen in "Send to". If that person has no email on file, documents are not sent. When sending by hand, you can always type another address in "To".

What goes out on its own

In Communication you decide what the club sends without anyone pressing a button:

• "When a charge is generated": with "Create a payment note automatically and send it" and the "Email" channel on, every automatically issued note is emailed.
• "Send billing reminders?": reminders before and after the due date of unpaid notes.
• "Send a thank-you when a payment is received?": with one of the "Yes" options, the thank-you is emailed when you issue the receipt.