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How card payments work in TeamSideline (Payrix): setup, fees and payouts

  • Updated

TeamSideline takes card payments through Payrix. Your organization gets its own Payrix merchant account, the card payments families make on your site go into it, and Payrix pays them out to your bank account. Every payment is recorded in TeamSideline as it's made, so there's nothing to mark as paid by hand. TeamSideline Support sets the account up with you.

Applies to: Admins and treasurers, including organizations that don't take cards yet · All plans · Card payments through Payrix

Where: Administration > Subscription > Payment Gateways (your card payment account); Programs > Configurations > General (Enable Credit Cards?)

What families can pay for by card

  • Player and team registrations, add-ons and payment plan installments
  • Store items such as uniforms and merchandise, and donations
  • Facility reservations and Raise fundraising campaigns
  • Coach background check fees and any other fee you add as an item
  • Balances they owe, when you turn on Enable Pay Balance

Each card payment is recorded on the family's account with its order, appears in your reports, and is included in a later payout to your bank.

How setup works

  1. Email support@teamsideline.com and ask to start taking card payments. Support sends you the Payrix merchant application.
  2. Complete the application's Business, Owner, Bank and Terms & Conditions sections. See How to complete the Payrix merchant application.
  3. Payrix reviews the application. If it needs documents, TeamSideline Support tells you exactly what to send and how.
  4. When Payrix approves the account, TeamSideline Support connects it to your site as a payment gateway. Tell Support whether your organization or your customers will pay the processing fee.
  5. Check that the gateway shows as Connected under Administration > Subscription > Payment Gateways (admins with the Billing role see this page).
  6. Under Programs > Configurations > General, make sure Enable Credit Cards? is Yes, and click Save.
  7. Sign in to the Payrix portal at payments.teamsideline.com with the username and password you created in the application, and turn on the email alerts for deposits and chargebacks.

What you'll see: the payment gateway is listed with your legal name, the name you do business as, your Payrix merchant ID and the status Connected. At checkout, families can pay by card, and checkout shows the logos of the cards you accept.

Processing fees

TeamSideline's standard Payrix rate is 2.95% + $0.30 per card payment, unless your Payrix agreement says otherwise. You choose who pays it:

  • Your organization pays. Families pay your listed price, and the fee comes out of the money Payrix sends you.
  • Customers pay. A Processing Fee is added to each card payment at checkout, and you receive the full order amount.

TeamSideline Support sets the option and can change it later. Check, cash and other payments you record have no processing fee. Details and examples are in What are the Payrix credit card processing fees, and who pays them?

Payouts to your bank

Payrix sends your card payments to your bank account as payouts on your account's payout schedule (weekly by default), after taking out processing fees, refunds and chargebacks. A daily deposit is available by request on Enhanced plans and above. A payout usually reaches your bank a business day or two after Payrix sends it, and Payrix deposits show on your bank statement as MERCHPAYOUT. To see which payments are in a deposit, run Settlements - Payrix in Reports > Report Viewer; see Reconciling Payrix Settlements: Reading Your Financial Reports.

What's included

  • Cards: Visa and Mastercard are always accepted. American Express and Discover are accepted when TeamSideline turns them on for your payment gateway.
  • Refunds: refund card payments in full or in part from TeamSideline, within your payment gateway's refund window. A payment refunded in full before it settles is voided instead.
  • Payment plans (Enhanced plan and up): families pay registrations in installments charged to their card.
  • Separate bank accounts (Enhanced plan and up): an associated organization can have its own payment gateway, with its own Payrix account and bank account, assigned to its programs or offerings. Each one needs its own merchant application.
  • Reporting: settlement reports in TeamSideline show every payout, payment and fee, so you don't need the Payrix portal for day-to-day reporting.
  • Security: card numbers are entered into Payrix's secure card fields. TeamSideline keeps only the last four digits.

In person and over the phone

  • To take a card payment for a family yourself, use Place Order on their account (Customers > Account Management > Search > (customer) > Place Order) and choose Credit Card. If customers pay the processing fee, it's added here too.
  • To record a check, cash or another payment you received in person, choose Check, Cash or Other in Place Order. These don't go through Payrix.
  • Card readers: if TeamSideline has set up a Payrix card terminal for your payment gateway, Place Order also offers Terminal, and the button reads Send to Terminal. No Processing Fee is added to a terminal payment. Ask TeamSideline Support about adding a terminal.
  • Families pay online by card. Online bank transfers (ACH) aren't offered. If you allow checks or another offline method, families can choose Pay by Check or your Other option at checkout, and you record the payment when it arrives.

If your registrations come from ActiveNet, Amilia or Rec Tech

Registrations that sync from those systems are paid there and arrive in TeamSideline as $0 orders, so TeamSideline takes no payment for them and they never appear in your Payrix payouts. To take card payments in TeamSideline for anything else, such as Store items or programs that don't sync, your organization needs its own Payrix account, set up as described above. See How registration integrations sync with TeamSideline (ActiveNet, Amilia, Rec Tech).

If it doesn't work

  • "No Payment Gateways Available:" and "Please contact us to add a Payment Gateway to your site to enable credit card processing." Your site doesn't have a card payment account yet, or your admin access is filtered to associated organizations that don't have one. Contact TeamSideline Support.
  • "Credit Card processing is not approved for this account. Please contact support@teamsideline.com." You set Enable Credit Cards? to Yes before TeamSideline finished setting up card processing for your site. Contact TeamSideline Support.
  • "Credit Card processing must be enabled for Balance Payments." Enable Pay Balance needs Enable Credit Cards? set to Yes.
  • A gateway shows Not Connected. TeamSideline couldn't read that merchant account from Payrix. Contact TeamSideline Support.
  • Families' card payments fail at checkout. See Why are card payments failing or being blocked at checkout?

Good to know

  • The Payrix portal has its own sign-in, created in the merchant application; your TeamSideline sign-in doesn't work there. It's where you download your 1099-K and turn on deposit and chargeback alerts.
  • Payrix freezes a merchant account that processes no payments for 13 months in a row, and the organization then has to apply again.
  • Never send bank details or Social Security numbers by email. If TeamSideline Support needs documents, they send you a secure upload link.
  • To change who administers your Payrix account, see Changing Your Organization's Financial Administrator or Owner (Payrix).

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