Taking payments

Recording a payment

Generally, you’ll record payments at the point you’re taking a booking. The process is outlined there, but if you need to take a payment separately for some reason:

Once you’re logged in to the website and you’ve clicked “Crew” from the home page:

1. Click “Players” in the top bar.

2. Ask the player if they know their PID.

• If they do, put their PID in the PID box, then press Tab or Enter or click somewhere else on the page. Confirm the player’s name on your screen matches what they tell your their name is.
• If they don’t know their PID, click the “Search” button, and get some information from the player to be able to find their details; surname is normally best. Find and select the relevant player.

3. Click the “Bookings” tab, then click “Take Payment”

4. Enter the appropriate amount in the “Amount” box.

5. Ask the player how they want to pay:

• For cash, take the cash off them, check it’s the right amount, hand the cash off to a head of department or whoever has the cash box at the time, and select “Cash” in the Method dropdown.
• For card payments, follow the instructions below at Operating the card reader, and once the payment has been processed, select “Sumup” in the Method dropdown.

6. Don’t change any of the other values without first checking with a head of department: PID should already be correct, we never use any of the other payment methods, and the date and VAT rate should be automatically correct.

7. Click “Save”.

Taking Donations

Donations are rare; if someone wants to make a donation:

• If it’s a donation of credit that’s already on their account, thank them, make a note of the PID, player name, and donation amount, and raise it with a head of department. Don’t record anything in the database.
• If it’s a donation of cash, thank them, and either hand the cash off to a head of department or whoever has the cash box at the time. In either case, make a note of the PID, player name and donation amount, and raise it with a head of department.
• If it’s a donation by some other mechanism (e.g. card payment) pass it straight off to a head of department.

Operating the card reader

1. Fetch the card reader from the heads of department’s desk.

2. Select “Add note” and enter the PID of the person paying.

3. Enter the amount to be paid.

4. Select VAT at 20%.

5. Wait for the card reader to contemplate life, the universe, and everything. Hope that the signal on site is good enough.

6. When the screen changes to say Present Card, invite the player to tap their card or phone on the card reader, or to insert their card in the slot on top, and follow all the instructions.

7. If the payment fails, either try again, or ask the player if they can pay cash or with a different card. If you’re getting repeated failures and the player can’t pay any other way, escalate to a head of department.

8. Once you’re done with the card reader, record any payments in the database that need recording, and return the card reader to its charging cradle. Make sure it’s actually charging; you need to be fairly firm putting it in the cradle.