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ClubRight Pay

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ClubRight Pay is the fully integrated payment solution built directly into the ClubRight ecosystem. Unlike using a third-party gateway that sits separately from your management software, ClubRight Pay is designed to be the financial engine of your gym. It is specifically tailored for the UK market, handling both Direct Debit (the lifeblood of gym memberships) and card payments through a single, unified dashboard.

The system removes the friction often associated with collecting fees. It automates the entire reconciliation process—meaning when a payment clears, the member’s profile updates instantly, and if a payment fails, the system automatically triggers a retry process. It also includes “ClubRight Pay Card”, a solution for taking payments in-club via a physical card reader that talks directly to your software.

For our clients, we almost always recommend ClubRight Pay over external integrations because of the “Concierge Migration Service”. ClubRight’s team handles the complex heavy lifting of moving your existing Direct Debit mandates from your old provider, ensuring you don’t lose revenue during the switch. We implement this to ensure you have a single source of truth for your finances, reducing the need for your staff to log into multiple portals to check who has paid.

Features

  • Integrated Direct Debit: Collects recurring monthly memberships via BACS, fully compliant with UK banking standards.

  • ClubRight Pay Card: A physical card terminal for your front desk that syncs transactions instantly to the member’s profile.

  • Automated Retries: automatically retries failed payments (up to 3 times) to recover lost revenue without staff intervention.

  • Instant Reconciliation: Member accounts are updated to “Paid” the moment the transaction clears, unlocking their door access automatically.

  • Xero Integration: Seamlessly pushes financial data to Xero for simplified accounting and tax returns.

  • Next-Day Payouts: Funds are typically transferred to your business bank account much faster than traditional bureaus.

  • Online Joining: frictionless payment setup for new members joining via your website or the mobile app.

Benefits

  • Better Cash Flow: fast payout times mean the money is in your account sooner, helping you manage gym overheads.

  • Reduced Admin: Eliminates the need to manually cross-reference bank statements with your membership list.

  • Brand Consistency: Your gym’s name appears on the member’s bank statement, not a generic third-party payment processor name, reducing “unrecognised transaction” chargebacks.

  • Revenue Protection: The automated retry system recovers a significant percentage of failed payments that would otherwise be lost.

  • Single Support Point: If there is an issue with a payment, you call ClubRight, not a separate bank or gateway provider.

How we integrate

  • Migration Management: We coordinate with the ClubRight “Concierge” team to transfer your existing Direct Debit mandates from providers like Harlands or Ashbourne.

  • Terminal Setup: We configure the ClubRight Pay Card terminals at your reception for seamless walk-in sales.

  • Bank Verification: We assist in the KYB (Know Your Business) checks required to set up your merchant account.

  • Automation Rules: We configure the “Dunning” settings—determining how many times the system should retry a payment and what SMS/email to send if it fails.

  • Accounting Link: We connect ClubRight Pay to your Xero dashboard to automate your bookkeeping.

Technical Details

  • Compliance: Fully FCA regulated and BACS compliant.

  • Security: PCI-DSS Level 1 certified for the highest standard of data security.

  • Transaction Fees: typically a flat fee per Direct Debit transaction, often cheaper than percentage-based card fees.

  • Payouts: Supports daily payouts for card transactions and standard BACS cycles for Direct Debits.

Use Cases

  • New Gym Launches: Setting up a “frictionless” foundation where the first 500 members sign up online and payments run on autopilot.

  • Switching Providers: Moving from a legacy bureau that charges high fees to a modern, lower-cost integrated solution.

  • Hybrid Studios: A boxing gym that needs to take monthly Direct Debits for memberships but also frequent card payments for gloves and wraps at reception.

FAQs

Is it cheaper than Stripe? For recurring memberships, usually yes. Direct Debit transactions typically carry a flat fee (e.g., 40p) which is often cheaper than Stripe’s percentage fee on higher value memberships.

Can I move my existing members? Yes. This is the biggest fear for gym owners, but ClubRight Pay uses a “Bulk Change” process to move mandates without members needing to sign up again.

Does it handle missed payments? Yes. It will automatically retry the payment. If it fails ultimately, it will block the member’s access control (QR code) so they cannot enter the gym until they pay.