Setting up UniClubs Pay

UniClubs Pay is how your club accepts cards, TWINT, and Apple/Google Pay online — with payments confirmed automatically and paid out to your club’s bank account. It’s powered by Payrexx under the UniClubs marketplace, and it’s free for your club.

Setting it up has three parts: create the account, verify it (a KYC check every payment provider legally requires), and connect it to UniClubs. Verification is reviewed by a real team, so start a week or two before you need to take money.

Gather these before you start — a wrong or missing document is the #1 reason verification gets delayed:

Your club’s statutes (ideally showing who is authorised to sign for the club).
A photo ID for each signing board member — passport, ID card, or driver’s licence, front and back.
Proof of home address for each signing member, dated within the last 6 months (see the tip below).
Your club’s IBAN (the account that should receive payouts).

Part 1 — Create your account

Choose the right email

Never use an email on a custom domain you might lose. If a future board forgets to renew the club’s domain, you can be locked out of your payment account. Use something that will always exist.

Pick your merchant name

This name becomes your payment address and shows up when someone pays — e.g. a merchant name of myclub gives you myclub.pay.uniclubs.com. Choose your club’s name.

Because a club is an association, register as a company / “Firma”, choose the free plan (Trial), and select the club tier. You’ll then receive an email with login credentials — share these with the board members who’ll help manage payments.

Part 2 — Verify your account (KYC)

After first login, open the account verification task. Most company fields are not required — as an association you won’t have a commercial-register (Handelsregister) or tax number, so leave those blank. Switch the interface to English first if it’s easier.

Your organisation

Business type: Association (Verein).
Full legal name: your club’s official name.
Industry: most clubs pick charity / nonprofit or event ticket sales — choose what fits you.
Address: your university’s address or the president’s. You won’t receive physical mail here; it’s only for the records.
Verification document: upload your club’s statutes. Ideally they show who sits on the board and who is authorised to sign (zeichnungsberechtigt), but any version of the statutes is a fine start.

Signing representatives

This is not your whole board — only the people your statutes name as authorised to sign for the club. In practice that’s usually just one or two people (e.g. the president, or the president plus one other). Check your statutes to see who, then add only them with Add person.

How many to add: if your statutes grant individual signature (one person can sign alone), add one person. If they require collective signature (two must sign together), add those two.
Role & board membership: enter their title and confirm they’re on the board.
Voting rights: a simple split — 100% ÷ number of board members. Five board members ⇒ 20% each. (This describes the board’s makeup; it doesn’t change who needs to be added here.)
Personal details: name, date of birth, email, phone.
Identity document: passport, ID card, or driver’s licence — upload both the front and the back. This is commonly missed.
Home address + proof: street, postcode, city, country, plus a proof-of-address document.

The proof of address must be dated within the last 6 months — this is the single most common cause of a rejected application. Accepted types: electricity/water bill, bank or credit-card statement, official government document, telecom bill, or insurance document. A phone bill is the easy choice: you get a fresh one every month and it carries little sensitive information.

Adding several people? It’s usually fastest if each member sends their documents to one person who enters everyone.

Bank account

Add your payout account:

Currency: your account’s currency (CHF for Swiss clubs).
Account holder: your club’s name — this matters, write the club, not a person.
IBAN: the account that should receive your money.
Payout descriptor: the text that appears on the transaction when your money is paid out.

Product & billing details

Website / online point of sale: paste your UniClubs club page link. Your club link is your panel address with the panel part removed — i.e. the public page students visit. Add it even if you haven’t launched yet — it’s still valid. You don’t need a custom footer or your own terms; our payment page already carries the legal notice and T&Cs.
You sell to: end consumers, domestic (Swiss).
Payment type: one-time payments (or both, if unsure).
Description: plain sentences describing what you sell. A typical club:

We sell memberships to our club to students at our university. We also sell tickets to our events. The money is due upfront, and we collect it via UniClubs.

Adapt it — drop the tickets or membership part if it doesn’t apply to you.
Turnover estimates: a ballpark monthly maximum turnover and average amount per transaction. Exactness doesn’t matter; you know your club best.
Recurring transactions: No. Physical products: No.

Statement descriptor is important: it’s what appears on the student’s card statement. Set it to your club’s name so a member recognises the charge and doesn’t dispute it.

Finally, tick the three confirmations (data is correct, you’ll report changes, you accept the terms). When the form validates it turns green — then submit. That completes verification; the team reviews it and lets you know once you’re approved.

Timing. Submit before 16:00 (4 PM) and your application can be reviewed the same day — no guarantee, but it often moves fast. After approval, allow about one more day for online payments to go fully live.

Part 3 — Connect the two systems

Do this once your account is approved. You’ll hand an API key from your payment portal to the UniClubs platform, then set up a webhook so payments confirm themselves.

You’ll switch between two places — keep them straight:

🟦 UniClubs — your club panel on the main platform, under Settings → Payments. This is where you run your club.
🟩 UniClubs Pay — your payment portal at <your-instance>.pay.uniclubs.com (the payment dashboard from Part 1). This is where the money settings live.

Each step below starts with which of the two you’re in.

Enter your instance name

🟦 In UniClubs (club panel) → Settings → Payments. Enter your instance name — the first part of your payment-portal address (myclub.pay.uniclubs.com → myclub). Pasting the full link works too; UniClubs extracts the instance for you.

Create and paste an API key

🟩 In UniClubs Pay (payment portal) → API & Integrations, create a new API key, give it any name, and copy it.

🟦 Back in UniClubs, paste it into Settings → Payments and click Connect. UniClubs then shows you a webhook URL — copy it for the next step.

Add the webhook

🟩 In UniClubs Pay (payment portal) → Webhooks, create a new webhook:

URL: paste the webhook URL UniClubs gave you in the previous step.
Type: JSON (not PHP / PHP-POST).
Webhook version: 2026-04-21.
Retry: enable “Try again on error.”
Events: select all three — transaction, subscription, and payout.
Integration / signing key: leave both empty — none needed.

Save it.

Turn on online payments

🟦 In UniClubs (club panel), enable online payments and make sure test mode is off — this is what actually makes you live.

If online payments look connected but nothing confirms, the webhook is almost always the cause — re-check that it’s JSON, on version 2026-04-21, and subscribed to all three events.

Before you launch: look & feel

Your checkout should look like your club, not a generic form. Everything here is 🟩 in UniClubs Pay (the payment portal).

Preview your checkout any time at https://<your-instance>.pay.uniclubs.com/de/vpos — it shows roughly what a student sees when paying.

Branding: in UniClubs Pay → Settings → Look & Feel, add your logo and colours. Play with it until it feels like your club.
Payment methods: in UniClubs Pay → Payment Provider (Zahlungsanbieter) → Payrexx Pay → Configure, choose which methods to offer. We recommend enabling Mastercard, Visa, TWINT, Apple Pay, Google Pay, and Samsung Pay, and disabling invoice payment (pay-by-bank is optional).

What else you get

UniClubs Pay is a full payment toolkit, all included free: your own hosted payment page, one-off payment links, invoices, and a terminal to take money directly. None of it is required to run UniClubs — but it’s there if you want it.

Stuck on any step? Email us at [email protected].