The new Deferred Payments feature allows participants to either pay at the time of registration or defer their payment to a later due date. When a participant chooses to defer, PlayHQ will automatically send reminder emails and provide a secure payment link to help them complete their payment.
Important: Participants who defer payment will still be considered actively registered, regardless of payment status. If payment isn’t made by the due date, your organisation can choose to cancel the registration or follow up directly.
Please Note: This feature is currently being trialled with a limited group of clubs. If you don’t see it available in your Admin Portal, it may be rolled out to your organisation at a later date.
Key Details for Clubs
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Available on:
- Participant to Club registration forms
- Participant to Club Team registration forms
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Eligible Fees:
- Club Player Fees (Basic or Advanced) – must be greater than $0
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Not Eligible for Deferral:
- Admin Body, Association/League fees – these must be paid upfront
How to Enable Deferred Payments
- Go to Competitions > Season > Registration > Form in the Admin Portal
- In the My Fees section, toggle on Deferred Payment
3. Set a Due Date (must be before the end of the season)
4. Optionally, set a Deposit Amount (e.g. $20 upfront on a $100 fee)
Automated Reminders
Participants who defer payment will receive reminders:
- 7 days before the due date
- On the due date
- When payment is overdue
Each reminder includes a secure payment link.
Tracking Payments
In the Admin Portal under Competitions > Season > Participants, a new Payment column shows:
- Paid – full payment received
- Pending – deferred, not yet paid
- Overdue – past due date, payment not received
Click View on a participant to see full payment details and access their payment link.
FAQs
Does it cost my organisation extra to use this feature?
No, there are no additional costs for allowing deferred payments other than the fees you already pay.
What does the participant need to pay upfront?
The participant will still need to pay the following fees upfront (where applicable):
- Merchandise / add on products
- Inherited fees, including admin body fees, association fees and player memberships
- Service fees (if applicable).
If a participant defers their fee, when will I receive payouts for funds received?
If the participant is required to pay a deposit for their deferred payment, you'll receive those funds immediately (in accordance with PlayHQ's payout schedule)
You will receive a payout for the balance of the participant's deferred fee once they've made their second payment
Will PlayHQ's reports reflect deferred payments?
Yes. To help with your reporting and reconciliation, PlayHQ's transaction report will contain information on fees which have been deferred with balances outstanding.
If a participant defers their fee, can I still allocate them to a team and allow them to play?
Yes, participants who defer their fees are registered and active meaning you can treat them as you would players who pay upfront.
Can the participant pay their balance off in instalments / multiple payments?
No, this feature only allows the following options:
- Pay $0 upfront and the full balance by the due date
- Pay a deposit upfront and the remaining balance by the due date
If the participant wants to pay in instalments, they can choose to use PlayHQ's Paypal Pay in 4 option which will enable them to split their entire order into 4 instalments over 6 weeks. Pay in 4 is subject to eligibility - read more about this option here.