Customisable Online Forms with PaySubsOnline

Registrations, Renewals and More!

Admin Management Software

Does your club struggle to register new members online? Are your current forms all paper-based? Do you wish these things were different?

Well, look no further than the PaySubsOnline – we have the solution. Our admin management software allows you to build online forms that are used to store information about your members and for new members to complete when registering online.


  • Our forms make it easier for prospective members to register with your club online, leading to increased membership.

  • Thanks to our form builder, all forms are fully customisable meaning you can replicate your current forms, or improve them.

  • With each group, there is the possibility for a unique form – if you want to have the same form as a different group though, they can be duplicated easily.

  • Our system allows for multiple forms to be edited at once by amending the ‘Master Form’ – this can save a huge amount of admin time.

Case Study – Hylands CASC

Hylands CASC

Whilst there are many admirable sports clubs in the UK which are worthy of recognition, Hylands Community Amateur Sports Club for us here at PaySubsOnline has always stood out.

Pioneered by Giorgio Bugnatelli, he has helped develop tennis in Hylands Park since 1990 before founding the Community Amateur Sports Club for non-profit in 2002. Because of his selfless and impressive work, he was awarded a British Empire Medal for charitable services – commenting on his award he said, “As a first-generation immigrant, it has always been important to me to contribute to my local community. I was clear at the outset that I wanted to set up a tennis club where young people could not only learn and play but also have the opportunity of developing as confident and balanced individuals. A place to play where we could create a community and not just money.”

As the club grew and began to offer more and more courses, naturally enquiries increased. Unfortunately, with increased interest comes increased administration which Hylands struggled to manage as the club is run by volunteers in their spare time.

Fortunately, PaySubsOnline was able to help.

Product Update – January 2018

Product Update

Well… What a month it’s been! We don’t know about you, but January always seems a particularly tough month to get through. Maybe it’s the bad weather we had, or maybe it’s the post-Christmas blues. Either way, it’s over now, and to kick us on into February we have our latest Product Update for you! Lucky, aren’t you?

Let’s jump straight in . . .

Improved Feature: Transaction Reports

What’s New…

We have given the Transaction Reports a complete overhaul in this Product Update to make them more granular and transparent.

When you go to Payment Reports > View Reports > View transaction reports, you will now see a new report from the 1st January 2018.

New features include:

  • The inclusion of PayOut ID so you can reconcile the transaction report to your bank statement.
  • The option to search for transaction ID.
  • The option to switch between a consolidated and itemised view.
  • VAT breakdown in the transaction fees.
  • A separate line entry for refunds.
  • A separate line entry for GoCardless chargebacks.
  • The ability to filter on PayPal or GoCardless payments.
  • The ability to filter on credits, refunds or chargebacks.
  • Improved table navigation.
  • The ability to apply advanced filtering options on the column headings.

Please note: This is in BETA mode, so any feedback is welcome.

Why it’s Better…

There are several reasons why the new report is better, as follows:

  1. PayOut ID: When GoCardless deposits funds in your organisation’s bank account, the amount is calculated by aggregating all payments due to be paid out that day. Funds are transferred under the reference of the PayOut ID (this is the number that appears on your bank statement). To help you reconcile the deposits on your bank statement to the transaction report in the system, we’ve added the field ‘PayOut ID’ in the transaction report, so now you have a clear audit from a single transaction to the aggregated deposit in your bank account.

To do the reconciliation, download your bank statement to a spreadsheet and export the transaction report from the system. Copy and paste the data from your exported file, ensuring the PayOut ID is aligned to the PayOut column in your bank statement.  Apply a filter to the spreadsheet and then sort A-Z on the PayOut ID column. Highlight that column, and if you’re using Excel, use the ‘Highlight Duplicate Data’ tool which will identify if there are any single PayOut ID’s. We’re confident there won’t be, but if there are, you now have the information to investigate.

Coaching Advice: What Makes a Great Coach?

Guest Article by Nick Ruddock



Here is one question that troubles me greatly, and it’s one that arises in nearly ALL coaching courses and workshops I have attended:

‘What makes a great coach?’

Just writing it is making my blood pressure rise

Some years ago, I would have put together a long list of qualities that great coaches have… but not today.

The thing is, I’ve travelled the world and worked alongside a tremendous number of coaches, many of whom are at the height of their respective fields. And it is during this time that I’ve come to recognise that many high performing coaches are totally flawed in the characteristics we often associate with high performance.

High technical knowledge? Not always important.

Organised? Quite the opposite.

Positive? Nope.

‘People person?’…. Definitely not!

Growth mindset? … I wish.

You get the gist.

Jigsaw Pieces or Cogs?

I used to see the coaching world as a jigsaw puzzle, with coaches who are lacking in important qualities as being ‘incomplete’.

I’ve now moved to a ‘cogs’ model.

The more cogs that are moving, the more efficiently a system runs. But even with fewer cogs (or in our case, desirable qualities) the system still runs, albeit not quite as efficiently. The coach can still produce results, but it might require more work, or have a few more bumpy roads to ride down first.

What Makes a Great Coach Anyway?

Yes, there are some characteristics that many great coaches will have in common, and it’s wonderful to dream about what qualities a ‘complete’ coach would have, but we shouldn’t delude ourselves that ‘great’ coaches hold all of these.

Besides, what does it mean to be a ‘great’ coach anyway?

The status of being a great coach often gets attributed to those who produce athletes that can (and do) win medals at an international level. But I’m often a little more curious (don’t mistake this for being pessimistic or cynical) as to how those results happened.

A coach whose athletes win international medals but are left emotionally broken wouldn’t earn my badge of being a ‘great coach.’ That would be mistaking being a great ‘technician’ for being a great coach. A BIG difference.

Neither would I consider a coach ‘great’ who manages to squeeze one athlete into the top spot, but in the process manages to physically or technically ‘wreck’ another 40.

You could say a wealthy drug dealer knows how to make money, but you’d question their ethics and are unlikely to hold them in high esteem. In much the same way, this is how I view unethical coaches who leave a path of destruction in their wake. They don’t get my vote, regardless of the size of their medals haul.

Some of the best coaches I know have never actually coached at a high-performance level. They are, however, in the elite at running a recreational class or a class full of pre-school children. That’s an art in itself and requires a mass of experience and skill.

Article by Nick Ruddock: Pay Subs Online’s resident Coaching Expert and Consultant.


If you’re looking to improve your coaching, one of the best ways to start is by recovering your time. We can help you do this by reducing your admin by 80%! To take a free, no obligation tour of the software today, click here.

How to Connect Your Website to Our Membership Management Software

Are you considering switching to a membership management software such as ours? If so, one of the things which may appeal to you is being able to connect your website to our software in order to embed forms and pages within it – doing this provides a variety of benefits.

Benefits of Connecting Your Website to Your Membership Management Software

  • People can register now online (no more filling in paper forms and posting them!)
  • As people register, they are added automatically to your membership database (you can choose to take payment at the point of registration or vet them first)
  • People will receive an automated welcome email
  • People can login to an online account where they can keep their own information up-to-date, register for events, make purchases and payments
  • Non-members can register for events too (if you allow them – the choice is yours!)

Here’s How You’d Do It

Step 1 – Login to your account and click on ‘Admin’ from the menu options at the top of the page – So far, so good we hope!

Step 2 – Towards the bottom of the ‘Settings’ page, you will see 3 URLs. One for the registration form, one for the member login page and one for the events page:

membership management software

Simply copy the URL you want to embed on your website.

Step 3 – Paste the URL into a <iframe> tag in the following manner which you can then alter the width and height for (Don’t worry, the pictures make it seem scarier than it is to do – no computer science degree needed here).

membership management software

Step 4 – Copy the <iframe> code into the body of your web page HTML source – it should look like the picture below.

membership management software

You may be wondering why you would want to go to the effort of doing this – perhaps you’re intimidated by the scary pictures which imply technological genius is required? Well, outlined below are some benefits of using these pages.

What You Can Do with Your Registration Form

People can register for:

       Membership Categories



       General Enquiries

       To purchase Optional Extras


Here is an example of a Pay Subs Online login page embedded on a members’ site:


If this sounds and looks like something your organisation could benefit from, don’t hesitate to get in touch. To book a free tour to see our management software in action first hand, click here.

Case Study: Association of Pet Dog Trainers


Unlike a dog, admin is most certainly not man’s best friend. In fact, in the working world, it is one of your worst nightmares. Not only is it boring and a chore, but it also takes up all your time leaving you with none to enjoy the things you are passionate about. Fortunately, here at Pay Subs Online, we’re in the business of reducing admin and we were able to help The Association of Pet Dog Trainers UK (APDTUK).

Founded in 1995 by a man named John Fisher, the APDTUK sought to educate people in the correct ways to train their dogs – with kindness and motivation. This was something they viewed as extremely important given the increasing use of harsh methods by owners to make their dogs obedient. Since 1995, because of APDTUK’s, and others’ tireless hard work, training methods have drastically improved making the lives of many dogs significantly better.

The Challenge

With just short of 600 members, however, APDTUK had their work cut out for them admin-wise. Talking to Stella Bagshaw, the APDTUK’s Office Manager, she said that before switching to Pay Subs Online, membership admin was their “one biggest nightmare”.

“Before Pay Subs Online, the membership was all taken in by filling out paper forms, storing forms in filing cabinets, collecting cheques, paying in cheques and chasing up people for payment – it was our one biggest nightmare in the whole office. It took up so much of our time… it was just unbelievable!”

Stella went on to discuss how taking payment specifically was one of their worst problems: “Although we only had one membership payment once a year (which would make you think it’d be easy), it took so long to collect it all, to then record it all manually, and to chase people up and then to eventually pay it into the bank – it took forever!”

The Solution

With their admin having just as much of a bite as its bark, APDTUK soon sought the help of Pay Subs Online. Due to our system being paperless by nature and with functionality that reconciles payments automatically, the choice was easy.

“Since joining Pay Subs Online, our membership admin has reduced by 90%. We used to have two huge filing cabinets in the office filled with records of payments and member information, and we’ve now thrown those away.”

Not only does APDTUK benefit hugely from the fact you can store member records and payment history online in our secure database (something that is also sensible in relation to the upcoming GDPR changes), but they also find the email tool very useful – something they used to pay for separately, per annum, with another company. With just under 600 members, being able to send emails to any one (or all) of them from within the system is invaluable – especially when it comes to payment reminders and the like.

The Result

Due to the versatility of the Pay Subs Online software, APDTUK no longer needs to dread their membership admin. Since joining, APDTUK has reduced their membership admin time by 90% and now collect payments roughly 80% quicker than before, radically improving their cash flow. Most importantly though, Stella said that it has freed up their time to focus on doing what they love best – educating people on how to train their dogs, and consequently, improve dog’s lives across the UK.

Pay Subs Online is proud to be partnered with APDTUK and we wish them continued success and an admin free future. (Ps. Our office dog, Lola sends her love!)

To find out more about APDTUK, follow this link – or email


If, like APDTUK, you are looking to free up time to focus on doing the things you love, book a free, no obligation tour of the software today – to book a tour, click here!

If you aren’t ready to take the plunge just yet, why not take a look at our free whitepaper detailing ‘Which Admin Tasks Can Be Done Quicker and Easier Online?’ – to download it for free, click here.

Case Study: England Touch

Reduced Transaction Fees and Administration Made Easy

Admin Management Software

Touch Rugby is one of the biggest sport success stories of recent years – experiencing a massive growth in popularity in the UK and across the world.

For those of you who don’t know, Touch refers to a game derived from rugby league that began in Australia and New Zealand. Players don’t tackle each other but instead touch their opponents using their hands on any part of an opponent’s body or the ball. It’s fast and dynamic and is one of the very few sports that are mixed-sex, meaning that men and women can play on the same team and against each other.

This gives it an added appeal making the game increasingly popular in schools, universities and amongst adults of all ages. Those retiring from rugby often take it up, as well as people with hockey, netball or football backgrounds.

Case Study: Witham Hill Gymnastics Club

A Success Story!

Membership Management Software

Founded by Alisa Saunders and her husband ten years ago, Witham Hill Gymnastics Club in Lincoln has more than 800 members and some 600 on its waiting list.

Gymnastics is already a popular sport, but Alisa attributes its increased attraction to the Olympic and Commonwealth Games of recent years. What the games (and specifically artistic gymnast and silver medallist Louis Smith and triple world champion Beth Tweddle) did was provide a greater awareness and appreciation of the sport, especially for those outside the gymnastic sphere.

Alisa’s club has gone from strength to strength since its humble beginnings in 2007. At first, Witham Hill Gymnastics Club was involved with other clubs and started with only 70 children. It then moved to a leisure centre, needing to move yet again to its present venue some years later due to increased membership – the club now employs 20 paid coaches and 15 volunteers.

Organising Members? Our Club Membership Management System Can Help!

Club Membership Management System

Originally, our club membership management system solely dealt with the taking and reconciling of payments. It soon became very clear that our clients wanted (and needed) more management than that. One of the most frequent requests we got was for member organisation and the creation of groups – we agreed this was important and made it happen.


  • Sending targeted emails to groups of people, improving communication.
  • Makes it easy to categorise people (e.g. different teams or ages)
  • Allows for the creation of waiting lists – this means prospective members can register their interest, meaning you don’t lose potential members.
  • Makes it easy to filter members within the payment screen – this leads to improved admin efficiency and cash flow as you can see who has and hasn’t paid in what group.
  • There are no limits to how many groups a member can be put in – the choice is yours!
  • Once a group is made, our system can copy its properties meaning you can quickly duplicate groups and then rename them / make minor adjustments with ease.

A Sports Club’s Guide to GDPR Compliance

GDPR Compliance

In April 2017, the European Union passed the General Data Protection Regulation (GDPR). It will take effect in 2018. This law doesn’t only cover businesses, but sports clubs as well, since clubs, too, handle sensitive personal data their members trust them with. Here is a guide to GDPR compliance and how it will impact the way your sports club needs to handle data:

How Your Sports Club’s Members Will Benefit from the GDPR

The GDPR will harmonise the data regulations from all its member nations, better protecting EU businesses and organisations from data breaches, all too common in today’s digital environment.

What Does the GDPR Require of Sports Club Administrations?

Starting from the 25th May 2018, your club must have a secure way to archive your members’ sensitive personal data. You also must track your audits of these data. If a breach occurs, you must notify your nation’s data authorities within 72 hours. For UK residents, the proper authority is the Information Commissioner’s Office (ICO). If your club fails to follow these regulations, you may be subjected to GDPR fines greater than €20 million or four percent of your club’s previous year’s revenue – a hefty sum.

If your club handles a lot of sensitive data, you must appoint a data protection officer. It will be important for your club to provide that officer with effective tools for proper data governance.