How to Charge Players for Clinics/Tournaments Using a Card on File

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 is Club Initiated Transactions for Clinics/Tournaments?

Club Initiated Transactions (CIT) allow you to charge players directly for clinic/tournament registrations using their saved card information. This streamlines payment collection and reduces the need for on-site cash handling.

How to Use Card on File for Clinics/Tournaments

Adding Players with Payment

When you add a player to a tournament:

1. Navigate to your tournament in Playtomic Manager
2. Add the player to the tournament
3. Select a payment method:
   • Card on File: Charge their saved card
   • Merchant Wallet: Use club credits
   • On-site payment: Mark for later payment
4. If you select Card on File, a pending payment is automatically created
5. You can process the payment immediately or later from the payment list

Processing Pending Payments

You can charge pending payments from two places:

Option 1: From the Schedule

1. Go to your tournament schedule
2. Find the tournament with pending payments
3. Select the option to mark as paid
4. The system will charge the player's card on file

Option 2: From the Player List

1. Open the tournament
2. Go to the player list
3. Find the player with a pending payment
4. Open the side panel to register payment
5. Process the Card on File payment

Marking Players as Paid Manually

If a player was added with "Pay Later" or paid through another method:

1. Access the player from the tournament schedule or player list
2. Select Mark as Paid
3. Choose the appropriate payment method to record the transaction

Important Payment Notes

• Payments can be processed even for tournaments in the past
• Each player in double enrollment (team tournaments) has their own price and can pay separately
• Players will receive an email confirmation when charged
• Players can request a receipt from the Playtomic app at any time

Refunds and Cancellations

If you need to cancel a tournament:

• All pending payments will be automatically removed
• Payments already processed will be refunded automatically
• No additional action is needed from your side

Refunds for Card on File payments are processed transparently through the same system as other online payments.

FAQ

Who can use Card on File for tournaments?

This feature is currently available for clubs in the United States. If you don't see this option, please contact Playtomic support to confirm eligibility.

Can players pay from the app if I add them from Playtomic Manager?

No. Players added from Playtomic Manager cannot complete payment from their app. You'll need to process the payment through Playtomic Manager using one of the available payment methods.

What happens if a player doesn't have a card on file?

You can select an alternative payment method when adding the player, such as on-site payment or merchant wallet. Players added through the app will have their card information already saved.

Can I charge multiple players at once?

Currently, payments must be processed individually. A "Mark all as paid" feature may be added in the future, but Card on File charging will need to be done one player at a time for now.

What if the card charge fails?

If a card charge fails, you'll be notified and the payment will remain pending. You can try again or contact the player to update their payment method.

Do players receive notifications when charged?

Yes. When you charge a player's card on file, they receive:

• An email confirmation of the charge
• A push notification on their mobile app
• The ability to download a receipt from the app

Can I process payments for tournaments that already happened?

Yes. There is no time limitation on processing pending payments, even for tournaments in the past.

What about players marked as "Invited" before this feature was available?

You can mark any player as paid regardless of their previous status to maintain consistency in your payment records.

Are there any fees for using Card on File?

Card on File transactions are treated the same as other online payments in terms of processing fees and commissions.

Can I use this feature for leagues or clinics too?

Yes! Card on File charging is available for tournaments, clinics, and other Playtomic products. The process works the same way across all product types.

Need Help?

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