Club Initiated Transactions: How to charge your players stored credit cards

Disclaimer: Card on File will be rolled out to clubs in the US first. If your club is enabled for this feature, you'll see it as a payment option in Playtomic Manager.
 

What are Club Initiated Transactions?

Club Initiated Transactions (CIT), also known as Card on File for players, is a new payment method in Playtomic that allows you to charge players' stored cards for pending payments—even after they've left your facility.

This means no more chasing players for payment, no more manual invoicing, and no more unpaid bookings sitting in your system. When a player authorizes your club to use their Card on File, you can charge them directly from Playtomic Manager for bookings, classes, and other services.

Encourage your players to authorize Card on File the next time they visit or make a booking. The more players who authorize your club, the more seamless your payment operations become.

How Does It Work?

For Players:

Players authorize your club to charge their stored cards in two ways:

• Through your club's homepage in the Playtomic app, where they can enable Card on File for your club
• By checking a box during checkout when making a payment

Once authorized, their card is securely stored and ready to use for future charges.

For Your Club:

When you need to collect payment from a player:

1. Open the booking or class in Playtomic Manager
2. Select Card on File as the payment method
3. Choose which of the player's authorized cards to charge (you'll see the last 4 digits and card type)
4. Process the payment

The system automatically marks the item as paid, and the player receives a notification about the charge.

What You Need to Know

Player Authorization Required

Players must authorize your club before you can charge their card. You cannot add cards on their behalf—this ensures security and builds trust.

One Item at a Time (For Now)

In this first release, you can charge one booking or class at a time. Bulk processing will be available in future updates.

Handling Failed Charges

If a charge fails (expired card, insufficient funds, etc.), you'll be notified immediately and can retry the charge or request an alternative payment method from the player.

Security and Compliance

All card information is securely stored and processed through Stripe. You'll only see the last 4 digits of each card, and all transactions meet industry security standards.

FAQ

• Can I process multiple transactions at once?

  Currently, CIT can only be used for one item at a time.

• How do I charge a player's card using CIT?

  You can select "Card on File" as a payment method when processing a booking. You'll be able to see all authorized cards for that player (showing last 4 digits and card type) and choose which one to charge.

• What happens if a charge fails?

  You'll receive an immediate notification if a CIT charge fails. You'll have the option to either retry the charge manually or request an alternative payment method from the player.

• How will I know if a transaction was successful?

  Successful CIT payments will automatically mark the item as paid in your booking modal and payments list, just like any other online payment method.

• How secure is the CIT system?

  The system uses Stripe to securely store and process card details, complying with PCI-DSS standards and U.S. payment regulations. Card information is always masked, showing only the last 4 digits and card type.

• What happens if there's a dispute?

  Disputes are handled manually by the operations team. The system maintains an audit trail of player consent and transaction history to help contest chargebacks. You may need to provide documentation if a dispute occurs.

• What are the fees for using CIT?

  Clubs will be charged a percentage commission on each CIT transaction, similar to other online payments processed through Playtomic.

• How do players authorize CIT for my club?

  Players can authorize CIT in two ways:

  • Through your club's homepage in the app, where they can enable/disable CIT for all their stored cards
  • Via a checkbox during checkout while making a payment

• Will players be notified when I charge their card?

  Yes, players receive both an email and app notification for successful charges, including:

  • Transaction amount and details
  • Your club's contact information
  • The specific booking or service charged

Need Help?

If you have questions about using Club Initiated Transactions, please contact Playtomic support through your usual channels.