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

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!)

All You Need to Know About Lead and Linked Members

Online Membership System

Are you in the market for an online membership system which gives you the option to link members? If so, look no further – you’ve struck gold!


So.. “what are the benefits of linking members?” I hear you ask – here are a few listed below:

  • Members who are linked can login under the same security information, eliminating the need to remember multiple login details.
  • If a lead member chooses to pre-authorise payments, then all members who are linked to that lead member will also have their payments pre-authorised. This improves cash flow for your organisation, minimising missed payments.
  • If members are linked, you may wish to send only one email to the lead member rather than them all – our admin management software allows you to do this.

Lead Members:

Our online membership system allows members to be linked together. When members are linked, one becomes the lead member to which the others are linked. Lead and linked members have one common username and password – that of the lead.

When members login to their account, the lead members’ information will appear first in the ‘Member details’ section and an option in the menu bar will appear for clicking through to the linked members’ details too.

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 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.