Product Update – May 2018

New and Improved Admin Management Software

Admin Management Software

On the 25th of May, the GDPR (General Data Protection Regulations) came into effect.

In short, these require organisations dealing with people’s personal data to be more transparent and provide their contacts with greater access to it.

To help clients become GDPR compliant, we have added new functionality as well as enhancing pre-existing features to accommodate the new regulations.

To see what we have been up to throughout April and May, carry on reading – all the changes we have made are detailed below as well as a glimpse at some upcoming features…

New Feature: New Ways to Delete a Contact’s Information

What’s New…

The 5th principal of the GDPR is ‘Storage Limitation’ – shortly defined, this states you can ‘only retain information for a period that is reasonable’.

So, when a person gives notice they are leaving your organisation, you need to decide what information you need to retain and for how long – need being the keyword (this is typically defined in your Privacy Notice).

Reasons to retain personal information may be for accounting, safeguarding or insurance purposes. It may be the case you need to retain some, but not all, of the information.

When deleting a person from the database, you are now given the following options:

  • Delete personal data excluding first and last name
  • Delete personal data, excluding first name, last name and email history
  • Delete personal data, excluding first name, last name, email history and log data
  • Delete all information from the system

PaySubsOnline Tips: How Do I Setup a GoCardless Account?

A quick, easy guide to online payment

online payment

If you hadn’t guessed already from our name, taking payment online is what we do well. In fact, we’re experts.

In order to provide the smooth online payment process that we do, we have partnered with both PayPal and GoCardless.

This article will run through how to setup a GoCardless account with ease.

What Do I Do?

To accept Direct Debit payments online through PaySubsOnline, you will need a GoCardless merchant account. Whilst at first glance this may seem a hassle, it is actually quick, free and easy to do.

Before we go any further though, please note that Direct Debit is currently only available to our UK clients (this currently does not include the Channel Islands).

PaySubsOnline GDPR Update

What We're Working On


GDPR comes into effect on the 25th of May – a date that is rapidly approaching.

With this in mind, the team have been working with a certified data practitioner to ensure our system and internal processes support compliance with the new General Data Protection Regulations (GDPR).

Here’s what we’re doing:

  • Developing enhanced functionality to help clients manage deleted contacts
  • Creating new Terms and Conditions that help clients comply with contractual obligations with as their Data Processor
  • Creating a new Privacy Policy to ensure our clients’ members/contacts know what we do with their data and their rights
  • Creating a Privacy Policy template for clients to use with their members/contacts
  • Ensuring our internal processes and agreements with sub-data-processors are compliant

Quick, Easy Direct Debit Payment with

direct debit payment

Without regular and timely income, it is unlikely your organisation will be able to function. So, we understand how important it is that payment collection is simple, easy and quick.

With, people can pre-authorise future payments, so each time money is due, it’s automatically collected, transferred to your organisation and then reconciled.

When someone pre-authorises payment, they are authorising your organisation to collect payment for them, and any other accounts linked to them (a sibling, for example), for any payment request your organisation wants paid online.

Pre-authorising payments is perfect for things such as ‘rolling’ memberships (where the subscription auto-renews), making instalment payments and smaller cash payments (to save the hassle of collecting and banking cash physically).

Debit / Credit Card or Direct Debit Payment – Which Is Right for You? uses PayPal to process Debit / Credit Card payments and GoCardless to process Direct Debits (please note – Direct Debit payment is currently only available to UK clients).

Both these payment providers support pre-authorisation.

An Association and Societies’ Guide to GDPR Compliance

GDPR compliance

GDPR Compliance—what is it and how does it affect you?

The acronym stands for the General Data Protection Regulation (GDPR), which was passed by the European Union in 2017, and which comes into effect this year. It covers businesses, but it also applies to associations and societies—anything that regularly handles members’ personal data.

GDPR might look like a headache from the outset, but the chances are you’re already doing some of what it sets out. Read through our guide to look at how it will impact on the way your association or society handles its data.

GDPR—the Benefits

The aim of the regulation is to harmonise data regulations among EU member states, offering better protection to businesses, associations and organisations from data breaches. Improved data management and security as a result ultimately benefits your members.

Download our free association and society's guide to GDPR Risks and Mitigation here!

The Requirements

The regulation kicks in from the 25th May this year (2018). From then on, associations and societies must have robust processes and policies in place to manage their members’ personal data. If your organisation doesn’t follow the regulations, you could face substantial fines—four percent of your previous year’s revenue, for example, or up to €20 million.

Associations or societies must make sure the personal data they hold on members is:

  • Secure
  • Limited to what is needed
  • Accurate, up to date and can be amended easily if incorrect
  • Can be seen by its owner if requested
  • Not shared with third parties unnecessarily
  • Only viewed by those who need to access it
  • Only kept for as long as it’s needed and deleted or destroyed after a period.

Coaching Advice: Failed Communication

Seeing as we do it every day, most people consider themselves experts in communication.

But, here lies the problem with instructional communication. It’s not just about what you see or hear – it’s what you remember.

The greatest problem with communication is the illusion that it has been accomplished

This is of significant importance to coaches – only the information that our athletes retain is of any use to them.

The best way to get retention is:

A) Repetition

B) Giving information in digestible chunks

C) Having the athlete think for themselves

D) Give the same message in a variety of different ways.

We want to achieve learning that’s ‘sticky’.

If you’ve ever driven near a school in the UK or through construction areas, you’ll notice a variety of different ways of communicating that you should be driving at an appropriate speed. These are often emotive and frightening, and as a result, stick with you.

Here are some examples:

‘My Daddy works here, please slow down.’

‘Kill your speed before your speed kills.’

’50 accidents were reported here in the last 12 months.’

‘Children play here. Slow down.’

‘There’s no need for speed.’

These communications coupled with other deterrents such as flashing lights, speed bumps and speed cameras make for an effective way of enforcing and communicating your message.

Unfortunately, though, these deterrents only work for a limited time. Once the threat they warned of is gone, their messages leave our minds.

That’s not to say we forget the rules – we always know them – but once they are no longer relevant to us we don’t think of them until they are present again.

Therefore, this raises the important question: what percentage of communication do athletes retain?

Consider the factors below:

You Aren’t Heard

In busy, loud gyms, this is more common than we might think. Or, perhaps, you don’t have the athlete’s attention at all.

Information Isn’t Remembered

This often occurs when coaches give multiple bits of feedback in the same instance or too much information in general. Most information is not retained.

The short-term memory, on average, can only retain seven new pieces of information at a time. Therefore, if an athlete is given more than this they will not remember it. This is worsened if they are distracted too.

You Aren’t Understood

By giving feedback in language and terminology that is not appropriate to the athlete’s age, technical understanding or ability, they will not retain it due to a lack of understanding.

You’re Ignored

You’d like to think this happens the least, but there are times when this does, sadly, occur.

This can occur when athletes are tired of hearing the same message repeatedly.

If the information has been heard and understood, it is down to the coach to help the athlete discover new ways of understanding and applying it.

Sometimes the athlete just can’t ‘feel’ the error, or the way in which they can resolve it. In which case, a ‘diversion’ is often appropriate.

If an athlete is struggling to learn something new after a period of time despite being given the correct advice, consider changing the way you communicate the information:

Enforce the message: make it clear what you are trying to convey.

Change the Language: try an alternative way of ensuring the message is understood.

Create a Diversion: find an alternative approach to the skills methodology.

One of the greatest qualities a coach can have is their ability to communicate and enforce a message correctly.

We should all strive to achieve communication that is heard, understood and retained – without all achieving all these components we have failed.


On the 25th May the new GDPR regulations will be coming into effect. Are you aware of the new changes, and more importantly, are you compliant? If you aren’t you could face large fines.

To ensure you’re compliant, download our free guide to ‘GDPR Risks and Mitigation’ by clicking the big, blue button below.

Download our free club's guide to GDPR Risks and Mitigation here!

Article by Nick Ruddock – resident coaching expert and former Team GB Coach.

Product Update: February – March 2018

It’s April – the clocks have rolled forward, the evenings are brighter, and now you have our latest Product Update to read.

Does life get any better?

This is one of our chunkier Product Updates and it’s filled to the brim with exciting enhancements and improvements – we’ve been working hard!

To see what we’ve been up to recently, read on…

Improved Feature: Ad-hoc Email Templates and Email Sequencing

What’s New…

As promised in our last Product Update, and in line with client feedback, we have added some major new functionality to our email capabilities, all designed to help save you admin time.

  1. Email template: You can now create email templates that can be recalled when sending ad-hoc emails to individuals and groups. This is useful for sending the same emails to different people, for example, offering a place to someone on a waiting list. Or perhaps you want to create an email template with your logo and footer so you can use it every time you send an email.
  2. Email Sequences: We’ve also added functionality so you can send a series of timed emails automatically. We call these Sequenced Emails.
  3. Recurring emails: You can now have the system send recurring emails automatically.  For example, if you wanted to send an email to your members on their birthday, you can, each year, automatically.

Sequences give you the ability to create and schedule any number of emails at dates and times of your choice.  

For example, you may have an upcoming event that you want to send a sequence of reminders for. Or you might want to drip feed content to people on your waiting lists to keep them engaged.

How to use it…

These new features can be found under the new header, ‘Email’, on the menu bar.

The ‘Send New Email (BETA)’ integrates these functions and enables you to load your pre-saved templates and sequences.

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 too, since clubs regularly handle personal data of their members.

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, such as sports clubs, from data breaches.  The new regulations are designed to ultimately benefit the ‘data subject’ (your members) through improved data management and security.

Download our free club's guide to GDPR Risks and Mitigation here!

What Does the GDPR Require of Sports Club Administrations?

Starting from the 25th May 2018, your club must have robust processes and policies in place to manage your members’ personal data.  If you haven’t started planning for this date, now’s the time to start because 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.

As a Sports Club, you must ensure the personal data you hold about your members is:

  • truly secure
  • viewed only by those who really need to view it
  • limited to what is needed
  • accurate
  • up to date
  • only kept for only as long as it is needed
  • deleted / destroyed after a period of time
  • available to be seen by its owner on request
  • not shared with 3rd Parties unnecessarily
  • easily amended if incorrect

The Club acknowledges that:

  • the committee is aware that Data Protection legislation applies to the Club
  • the website informs people of how their data will be used
  • all officials, staff and members understand how to handle personal data
  • Club officials have given permission for their names and contact details to be made publicly available
  • there is a process to follow if any Personal Data is lost or stolen
  • changes within the Club that affect the use of Personal Data are communicated
  • members understand that broadcast emails can present a security risk
  • Personal Data will only be used for Club purposes
  • failure to comply with the Data Protection legislation can mean substantial fines as well as reputational damage
  • 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.


Keeping on Top of Your Finances


Without money, your organisation can’t survive – fact.

Therefore, it’s important that you have a reliable system in place to keep track of your finances which also allows you to manage them with ease.

Luckily for you, PaySubsOnline has the solution!

Our admin management software offers an in-depth Payment Summary Report which allows you to see headline financial information for the accounting period-to-date and take snap-shot information for a time within your accounting period.

For example, ‘How much was paid from 1st March – 31st March’.

Through the Payment Summary Report, you can access the Detailed Payment Reports:

  • Across all payment requests issued
  • By individual payment requests
  • By ticking checkboxes next to payment request descriptions in a table and selecting which type of report you wish to see.

Here are some examples of the figures we can provide you with automatically:

Total paid for activity period

This figure is made up of all payments received within the activity date range set.

Coaching Advice: Puppies vs. Children!

More in common than you think...

Coaching Advice

Many UK homeowners will own a dog. They’re man’s best friend after all! Whilst they’re loyal, cute and fun to play with, they’re also exceptionally needy and need a lot of guidance.

Recently, one of our staff got a puppy and whilst it’s a lot of work, they’ve found it incredibly educational and rewarding.

Due to this accurate comparison, we thought it would make a valuable piece of coaching advice for you in relation to the athletes in your charge and how to go about your coaching in the future.

Puppies are incredibly excited, almost all the time unless they’re tired. Then they just sleep.

They LOVE positive attention.

They LOVE to play.

They respond very well to praise. (Who’s a good boy!)