This article explains how Fully Managed clubs can receive automated notifications for member chargeback activity. Chargeback Notifications help club owners and administrators stay informed of new disputes, track chargeback status updates, and gather supporting documentation in a timely manner.
Content
- Before You Begin
- What Are Chargeback Notifications?
- Add Yourself to the Distribution List
- Understanding the Notification Email
- How Chargebacks Impact Your Club
- Frequently Asked Questions
Before You Begin
Requirements
This feature is available for Fully Managed clubs, meaning clubs that receive remits directly from ClubReady.
Important Notes
- Chargeback Notifications provide updates on newly created chargebacks and the latest chargeback status.
- Notifications are sent through an Internal Report distribution list.
- Keeping member agreements and supporting documents uploaded to the member profile can improve the dispute process.
- Notifications help clubs identify and respond to billing disputes more quickly.
What Are Chargeback Notifications?
Chargeback Notifications are automated email alerts that notify club owners and administrators of chargeback activity associated with their members.
These notifications include:
- Newly created chargebacks
- Updates to existing chargeback cases
- Current chargeback statuses
The goal is to help clubs remain informed and take appropriate action when disputes occur.
Add Yourself to the Distribution List
Navigate to Setup > Communication > Internal Reports > Chargeback Notifications
Scroll down to Chargeback Notifications and add your email address to the distribution list.
Understanding the Notification Email
The notification email provides visibility into chargeback activity and status updates.
Information may include:
- Member information
- Chargeback status
- Chargeback updates
- Relevant dispute details
This allows club staff to monitor disputes and gather any supporting documentation as quickly as possible.
How Chargebacks Impact Your Club
A chargeback occurs when a member disputes a charge directly with their card issuer instead of working through the club's normal cancellation or billing process.
When this happens:
- The card issuer reverses the payment.
- The disputed amount is charged back through the payment process.
- The chargeback appears against the club's billing activity.
- The disputed invoice amount and applicable chargeback fee are withheld from a future remit.
To help recover the loss, the disputed invoice amount and chargeback fee are assigned to the member account.
For Fully Managed clubs, ClubReady manages the chargeback dispute process with the card issuer.
While chargeback outcomes can never be guaranteed, having proper documentation available significantly improves the ability to respond to disputes.
Examples of helpful documentation include:
- Signed agreements
- Membership terms and conditions
- Cancellation requests
- Attendance records
- Communication history
- Supporting membership documentation
Frequently Asked Questions
Q: Who can use Chargeback Notifications?
A: This feature is available for Fully Managed clubs that receive remits directly from ClubReady.
Q: Where do I subscribe to notifications?
A: Navigate to Setup > Communication > Internal Reports > Chargeback Notifications and add your email address to the distribution list.
Q: What information is included in the notification email?
A: Notifications include newly created chargebacks and status updates for existing chargeback cases.
Q: Why is documentation important for chargebacks?
A: Supporting documentation helps provide evidence during the dispute process and may improve the chances of a favorable outcome.
Q: Does ClubReady dispute chargebacks for Fully Managed clubs?
A: Yes. For Fully Managed clubs, ClubReady handles the chargeback dispute process with the card issuer.
Q: Can chargeback outcomes be guaranteed?
A: No. Chargeback decisions are ultimately made by the card issuer, but complete documentation can help support the dispute process.