As groups grow, so do the time and cost to lead them. Whether it’s paying for insurance, food, equipment, or even compensating the leaders for their valuable time, money from members can help offset group costs.
Heylo helps group leaders collect money from members. Not only does collecting member payments lead to financially sustainable groups, but it also builds a stronger community. People value what they pay for. Paid groups, on average, have higher attendance, lower no-show rates, and increased engagement. Leaders realize that members care enough about the group to contribute, and the result is a stronger group.
There is no one-size-fits-all approach to member payments. Each group has its own culture, and member payments must fit into the established rhythm of the group. Heylo, therefore, supports a wide range of payment tools that leaders can implement with their group. Select one or all!
Payments are seamless on Heylo because the group uses Heylo for events and communications. With everyone engaged, Heylo can leverage paywalls, social validation, and prompts to collect money. Leaders are not the payment police - Heylo handles that for them!
Heylo collects payments from members as instructed by the admin. Member payments are aggregated and deposited into the linked bank account automatically.
Heylo has helped thousands of leaders collect over $1M in payments. Learn more from what we learned!
Collect money in advance with paid event tickets on Heylo.
Leaders have used paid events on Heylo to organize volleyball tournaments, running challenges, brunches, parties, and family picnics. Not only do the extra resources enhance the event experience, but payment in advance also reduces no-shows. Paid events hold everyone accountable and help members show up.
Furthermore, all events on Heylo, paid events are social. Members can see who is hosting and attending, and the event chat builds momentum before the event starts. Making group events social on Heylo typically increases payment volumes beyond leader expectations, especially when paid events are utilized in an active group.
On Heylo, leaders collect money anytime before the event. Members sign up with payment info, and then their payment info is billed at the designated event collection time. The timing can be controlled by setting a cancellation period as described below.
Payments are paid out automatically when money is received via the linked bank account. There is no waiting for a manual payout or after the event ends. Hosts often need the money in advance of the event, anyways!
Creating a paid event
To create a paid event, start by creating an event and toggle on the ticket price. Ticket prices show hosts both before and after platform and processing fees. Fees are not passed on to the member to maintain professionalism for the event.
A bank account must be linked in order for the paid event to be published.
Cancellation period and refunds
The host of the event can determine the cancellation period for the event. The cancellation period sets when the payment is collected. For example, if an event is at 6:00 pm with a 12-hour cancellation period, payments from signed-up attendees will be collected at 6:00 am that same day. To collect payment immediately, set a payment cancellation period greater than the time to sign up for the event.
A member can change their event sign-up any time before the cancellation period without charge. After the cancellation period, sign-ups cannot be changed and the event becomes non-refundable. Anyone who signs up after the cancellation period is charged immediately. If there is an issue with refunds during this period, get in touch with the Heylo team.
By default, events have a 12-hour cancellation policy prior to the start of the event.
Early bird tickets and changing event price
Event hosts can change the price of the event over time. Members are charged for the price at the moment in which they sign up which gives the host ultimate control over event pricing.
For example, if a host wants to encourage early sign-ups, they can use an early bird pricing structure. The event can start at $10 per ticket, and then increase to $20 at the host's discretion. Anyone who signs up at $10 is charged $10 no matter the cancellation policy.
Once an attendee signs up for a paid event, an admin can adjust the price for that specific person on an individual basis until the cancellation period expires.
Signing up for a paid event
When a member signs up for a paid event, they must have valid payment info for their account. A preauthorization charge confirms their payment amount. Thereafter, their card is charged in accordance with the payment terms of the event.
Paid events are the ultimate way to ensure attendance and deliver a great experience for members.
To receive payments collected on Heylo, simply link a bank account! It only takes a few minutes to set up. Both personal and business bank accounts are acceptable.
Deposits to the link bank account are automated. They occur weekly, every Friday, net of fees.
There is a two-day collection period offset to payouts. For example, if money is collected on Thursday the 10th, it will be paid out the following Friday, the 18th.
Bank accounts and all payment info are securely stored with our partner Stripe, a certified PCI Service Provider Level 1 - the most stringent level of certification available in the payments industry. https://stripe.com/docs/security.
Admins can use Heylo to collect a required membership from members. Because the group organizes and engages on Heylo, Heylo will create a paywall around the group that requires dues to be paid upon joining and revokes access when memberships are canceled. Admins can always make exceptions.
Unlike manual, one-time payment collection, memberships on Heylo are automatically recurring. Furthermore, members can sign up anytime, and Heylo will record the appropriate billing date and automatically bill for the future billing date. Admins no longer need to dread the due collection cycle! They can sign up new members throughout the year, and Heylo will manage all payments on their behalf.
Admins can create several payment options for members through membership tiers. For example, a group may have the following visible membership tiers:
- Annual membership
- Monthly membership
A member can select which tier is best for them and can change or cancel their membership directly in Heylo at any time.
In addition, a group can set a free trial time period, like 7 or 30 days, for members to experience the group before being required to pay. After the time period, Heylo displays a paywall and members must pay to access the group. Admins can still contact these members, but the members cannot access the group. Free trial periods can be edited by an admin at any time.
Membership tiers can be visible or hidden by the admin at any time.
Membership tiers provide ultimate flexibility by offering multiple ways for members to contribute back.
Membership tiers provide admins complete control and flexibility to accommodate paid members. Admins can create as many membership tiers as needed to meet member needs.
Membership tiers can either be visible to members, or hidden. Members can view and select between all visible membership tiers. Hidden membership tiers, however, require an admin to move the member to the hidden tier. Hidden membership tiers can be used for special, restricted pricing or VIP members. By default, a free VIP membership tier is automatically created for admins. Membership tiers can be added anytime, even after the membership is launched.
Each membership tier can be customized:
- Price ($5 minimum)
- Initiation fee (one-time charge added to the first payment)
- Frequency (monthly, quarterly, annually)
- Paid event discounts
- Event priority access
- Admin approval (requires an admin to approve members on that tier)
Admins can designate which membership tier they would like to be the default. Thereafter, membership tiers are sorted by price, with the highest price first. There is no limit to the number of membership tiers; however, the Heylo team recommends no more than 3 visible tiers to avoid member confusion.
To edit a membership tier, tap the tier and select “edit”. Everything can be edited with the exception of price and frequency (see increasing membership prices). An admin can also delete a membership tier if no one is on that tier.
Lastly, each membership tier also has a special link that an admin can share to invite someone to the group on a specific membership tier.
A supporting membership provides leaders the benefit of membership dues without the rigidity of a mandatory payment. The group stays open and free, but members can choose to join the membership and support the group at their option. Many groups on Heylo collect supporting memberships without any benefit other than helping offset the costs of the group. However, an admin can ascribe benefits to the membership tier as well, such as paid event discounts or event priority access.
To set a supporting membership, include a “free” membership tier and list it as the primary tier. Members can still join the group without payment, but they can sign up for a paid membership at their discretion anytime from the group tab. Supporting memberships are automatically recurring and cancellable anytime.
After launching the membership, Heylo will automatically prompt membership reminders to free members after 1 week of joining and every 4 weeks thereafter.
Head over to your membership analytics to see who signed up.
Once launched, membership cannot be unlaunched. To rescind a membership, get in touch with the Heylo team.
Groups should occasionally increase prices. Members react better to less frequent, larger price increases as opposed to many small increases. The emotional stress of paying more is often higher than the financial burden.
To increase prices on Heylo, create a new membership tier with the new price. If the price increase is uniform for all members, move the existing members to the new tier. They will be notified and charged accordingly.
If the price increase is only for new members, move the existing membership tier to hidden and make the new membership tier visible. New members will only be able to see the new membership tier and price when signing up.
When a member’s credit card fails, they have 7 days to add a new payment card. The new payment card is automatically charged for the past balance, and there is no change to the billing period.
If the member does not pay in the 7-day grace period, they are considered a canceled member.
For groups coming from another membership platform, the group’s data can be transferred to Heylo seamlessly. Member info like payment timelines, check-in counts, or names can be uploaded with customized invites for each member. Existing payment dates and frequencies can be respected in Heylo.
There is no cost associated with a transition. The Heylo team will assist with customized member uploads. Get in touch with the Heylo team - we’re happy to help!
A paid member can change membership tiers if multiple are visible. Under “My membership”, select “change tiers”. If changing tiers, members will be charged pro rata for any discrepancy in billing. There is no limit to the number of membership changes.
An admin can also adjust a member’s membership tier by either visiting their profile and tapping “manage member”, or by selecting “membership tiers” from admin settings, viewing members, and selecting members to move to another tier.
To cancel a membership, navigate to the group tab of the membership group. Under “My membership”, select “cancel”. When canceled, payment info is no longer charged, and membership can be restarted at any time. Access to the group may be revoked in accordance with the group membership.
Heylo makes money by helping collect member payments. Our business model aligns our incentives with leaders. Heylo only gets paid when groups get paid. Our team must continue to build a great product that groups love!
Our pricing is simple. Paid groups share 10% of their payment volume with Heylo as a platform fee. Heylo’s platform fee is incremental to Stripe payment processing fees of 2.9% + $0.30.
For high-payment volume groups, there is a premium pricing plan available. Please get in touch with the Heylo team, and we can discuss the best option!
Members can pay on the Heylo mobile app or website using debit card, credit card, Apple Pay, or Google Pay. Paypal and Venmo are not accepted.
Tax depends on specific dynamics of the group, like legal structure and jurisdiction. We recommend speaking to a tax advisor for specific questions.
For groups in the United States, Heylo will send 1099 forms when annual payment volumes exceed a threshold in accordance with local regulation.
To view the latest threshold for 1099 forms, see Stripe's documentation.
Anyone can access their payment information and payment history on Heylo under “My account” in the top right, and then “My payments”.
If a receipt is required for a payment, get in touch with the Heylo team.
Heylo supports groups around the world and can collect payments in over 100 currencies. To see which currencies are available, navigate to the group appearance from the group tab, and then select the appropriate country.
If a group has a bank account currency that differs from payment collection currency, payments are converted to the bank currency at a 2% Stripe conversion charge.
Stores on Heylo provide a platform for groups to showcase and sell branded merchandise or products from partner brands directly to their members. These stores are prominently displayed on the content tab, making it easy for members to discover and make purchases.
Group leaders can leverage stores in two primary ways:
- Branded Gear Store: Group leaders can link their own store to offer branded merchandise to their members. This allows members to easily shop for items that represent and promote the group's identity.
- Partner Brand Store: Group leaders can also link partner brands that support their group and feature their products in the store. This provides an opportunity to offer exclusive discounts or promotions to group members and drive them to the partner brand's shop.
Stores are designed with a name, cover photo, and description, allowing leaders to provide information and create an appealing shopping experience. Additionally, discount codes can be added to incentivize purchases, and they can be easily copied by anyone in the group.
Heylo can integrate with Shopify to make the buying experience seamless for members and painless for admins. For example, Heylo can pass your paid member information automatically to your Shopify store, or your sponsor, and instantaneously offer discounts to paid members. If a member cancels, Heylo will automatically remove the discount.
Member emails are automatically created in the linked Shopify store (or, automatically updated if their contact already exists). They are allocated the appropriate tags to verify store discounts to members. If a member cancels, their tag is removed but their information remains.
No more copying and pasting from CSV exports… Heylo alleviates the admin work and enables members to get timely access to all the benefits associated with joining the group.
Please complete this form to set up your integration.
Paid groups get a special payments dashboard at the top of their admin settings. Any admin in the group can view the dashboard. The dashboard is updated in real-time.
The dashboard contains two views: first, a chronological feed of member payment status including new members, canceled members, and members past due. Second, a list of payment history.
The dashboard can be sorted across various comparison times by selecting the date on the top left.
At request, payment details can be exported to CSV as well. Get in touch with the Heylo team.