A Bulk Transfer is a legal process, mandated by the BACS organisation that allows you to transfer current Direct Debit payers from any Direct Debit payment provider to Clubright Pay without your members having to sign a new mandate.
The process of a bulk transfer typically lasts around 4-8 weeks. You will need your current provider to continue taking payments in this timeframe until the change has been approved by the relevant banks.
Providing that you have satisfied any contractual obligations with your current provider, they cannot refuse a Bulk Transfer.
Below is the end-to-end process (timescales are indicative and may vary depending upon your current providers ability to hit the necessary deadlines.
Step 1 - Week One
Complete the ClubRight Pay account set-up, and once your ClubRight Pay account is live and accepting new Direct Debits, you can commence the bulk change process.
Step 2 - Week One
Download the file above, and forward to your current provider along with a request to commence the bulk change. You should request a migration date that is between 6 to 8 weeks away, and a date that does not fall on a regular collection day.
Please ensure that you copy (cc) us into this request!
For example:
Your payments are mainly taken on the 1st and 15th of each month.
If your ClubRight Pay account is live on January 1st, then the most suitable migration date will be the 20th of February (avoiding a main collection date)
Step 3 -Week One (or as soon as possible):
You will send us your member data (via the data template sheet) when you get started with ClubRight, we will provide you with a secure link to deposit this data. We DO NOT require bank information at this stage, and your current provider is unlikely to provide this anyway as the bulk migration would not yet have been approved.
Step 4 - Week One:
We will import your members onto the clubright system.
They will be shown as 'standing order' meaning that payments are collected externally therefore always active on Clubright until the bulk transfer is complete.
Step 5 - Week One:
Ensure your system is setup to allow check-ins, bookings etc. Your members can use ClubRight going forward.
If a new member signs up they will sign up to ClubRight and be setup on ClubRight pay.
Step 6 - Week 5:
Your bulk change should now be approved by the banks. You can now approach your current provider to request the payment data.
Important - we require your payment data at least 5-working days prior to the agreed migration date
Step 7 - Week 5
Once you have been provided with your payment data, let us know by contacting our support team. We will provide you with a secure link in which to deposit this data.
Important: Please do not send your data by unsecured email. You are putting your members personal banking information at risk if you do this. Only provide us with the data via the secure link we will send you.
Step 8: Week 5
Once in receipt of your payment data we will use this to create the new ClubRight Pay mandates. We will then connect the mandates to your Clubright members and set them to collect via Direct Debit, switching them from "standing order".
Important - please confirm with your current provider that they will no longer collect payments after the migration date.
Step 9 - Week 5
Your members will receive an automated email notification to let them know of a change on their bank statements. This is mandatory and cannot be avoided.
Step 10 - Week 6
All Direct Debit payments from the migration date will now be collected by ClubRight Pay.