Chasing overdue payments manually takes time and can feel awkward. The Payment Chaser workflow handles it for you, sending a sequence of escalating reminders automatically whenever a payment is missed, and creating a staff task if the member still hasn't paid. You set it up once and ClubRight follows up on your behalf.
Before you start
📋 Note: This article covers setting up the Payment Chaser workflow specifically. For a general introduction to Smart Workflows, including how to navigate to them and how templates work, see Smart Workflows: getting started with automation.
How to set up the Payment Chaser workflow
Click the burger menu in the top left-hand corner.
Click Communication.
On the left-hand side under Navigate, click Smart Workflows.
Click Add New Workflow in the top right.
In the template library, scroll to the Finance section and select Payment Chaser.
You will see the full workflow structure. The trigger is set to Payment overdue, meaning the workflow starts automatically whenever a scheduled payment is missed or late.
Naming your workflow
On the right-hand side of the workflow editor, you can update the Name and add an optional Description to help you identify the workflow on your Smart Workflows page.
What the workflow does
The Payment Chaser template includes five steps:
Wait 1 day: a short pause after the payment becomes overdue before the first message goes out.
Send message: Payment reminder: an initial reminder sent to the member about their outstanding payment.
Wait 5 days: a pause before the follow-up message.
Send message: Payment still outstanding: a second, more urgent reminder if the payment has not been made.
Create task: Follow up on overdue payment: a task is created and assigned to a staff member to follow up directly with the member.
Once the final step is complete, the workflow ends.
Customising the workflow
Editing a message
To edit a message step, hover over it and click the pencil icon. This opens the Send Message panel where you can:
Choose when the message sends: Immediately (as soon as the workflow reaches this step) or After a delay (add a wait before the message goes out).
Update the Subject and Message body to suit your club.
Personalise the message using the Insert personalisation options below the message body: First name, Membership number, Title, or additional fields via the More dropdown.
Choose the Channel: Smart (ClubRight automatically picks the best channel for each member), Email, SMS, or Push.
Set the Consent type required: Email Marketing or SMS Marketing.
Editing the task
To edit the Create Task step, hover over it and click the pencil icon. You can update the task description, use the Assign to dropdown to assign the task to a specific staff member or to Member's assigned staff (which automatically routes the task to whoever is assigned to that member in ClubRight), and set the number of Days to complete the task. The task will appear in the assigned staff member's task list in ClubRight when that step is reached.
Deleting a step
To remove a step from the workflow, hover over it and click the delete icon (bin) next to the pencil. This permanently removes the step from the workflow.
Adjusting the timing
To change the wait time between steps, hover over a Wait step and click the pencil icon. Update the duration to suit your payment chase schedule.
Re-enrollment
By default, a member will only go through this workflow once. If you want the workflow to run again if a member has a further overdue payment in the future, enable Allow members to re-enter this workflow in the panel on the right-hand side.
Activating the workflow
When you are happy with the workflow, click Save to keep it as a draft, or Activate in the top right to make it live.
💡 Helpful tip: Consider enabling re-enrollment for this workflow. Members can miss more than one payment, and re-enrollment means the chase sequence will run automatically each time a payment becomes overdue, without any manual intervention from your team.