The following information will help you get started with the implementation of your Recreation Management Payments.
Important Notes:
This article is intended to address Recreation Management Payments with their Recreation Management software.
A key step in the sales process is selecting a Payment Gateway Provider before starting implementation. Completing the necessary contract, credential gathering, set up, and testing with your Payment Gateway Provider can take a considerable amount of time. As a result, this is a crucial first step in the implementation process to ensure success. Failure to select a Payment Gateway beforehand or changing your provider during implementation may disrupt the timeline and hinder a smooth implementation.
Determine Who Needs Access to Your Payments Portal
Finance Department (Recommended)
Identify Individuals from the finance department who require access to the CivicPlus Payments portal to view and access reports.
Treasury Department (Recommended)
Identify individuals from the treasury department who need access to the CivicPlus Payments portal to view and access reports.
Recreation Department (Optional)
If necessary, directors and/or managers may need access to the Payments portal for reporting purposes.
Reporting is available within Recreation Management and may be sufficient for the Recreation Department. If you’re unsure, please consult with your Implementation Consultant (IC) to determine which reports are needed and where they can be accessed.
Note: All individuals who need access to CivicPlus Payments must have Payments Portal access. Your Project Manager will provide you with an onboarding form at the start of your implementation, where you can list up to 3 individuals who require admin access. If additional individuals need access, please create an account through the Payments Portal, and a support team member will grant the necessary access.
Terminals
You will determine the terminal types and quantities during the sales process, and they will be added to your Statement of Work. Available options include:
Ingenico Lane/2500
Ingenico Lane/3000 Cloud
Ingenico Lane/7000
For more details, please refer to the available Gateway Hardware Overview.
Note: Terminals will be ordered by your Project Manager at the midpoint of your project. The Project Manager will confirm the quantities, types, and shipping address at that time. If you need to modify your original order, the Project Manager can assist with any adjustments.
How to Set Up Recreation Management Payments
The following outlines the implementation process for Recreation Management Payments:
Select Recreation Management Payments as your payment solution during the sales process.
Once implementation begins, your Project Manager (PM) will provide the Payments Onboarding Form to the project team. This form must be completed to configure your account.
The Pay Support team will configure your account based on the information provided in the onboarding form.
Your Project Manager will confirm and verify your terminal order, as outlined in your Statement of Work. If modifications are needed, the Project Manager can assist and will request a shipping address.
Once your terminals are delivered, you will need to configure and register your devices. Your Project Manager will provide the necessary instructions to complete this process and will also guide you with Step-by-step instructions on how to test your payment gateway.
Reporting
The following reports are available in the Payments Portal. To see how to access Payments Reports, view the Access CivicPlus Payments Reports Article.
Payments Report
The Payments Report provides an overview of transactions sent to payment networks for processing. It includes the status of each transaction, with declined information available for any transactions that were not successfully processed
Deposits Report
The Deposits Report offers a summary of all deposits made to your account, similar to what you would see on your bank statement. By clicking on a specific deposit, you can view detailed information about the transactions included in that deposit, along with any associated fees.
Chargebacks Report
The Chargebacks Report shows any customer transactions that have been disputed by residents. It also provides the current status of each dispute. Clicking on a specific dispute allows you to respond directly online. You can either accept the dispute or provide evidence to support the legitimacy of the charge, requesting that the funds remain with you.