Webshop for clubs and organizations – automatic stock and payment in SportMember

Keeping track of inventory and payments manually is time-consuming and error-prone. With SportMember's webshop, both stock management and payment handling are automated. When a product is sold, the inventory updates instantly, and the payment is registered automatically – without you having to do anything.

What is automatic stock management?

Automatic stock management means the system keeps track of how many items you have in stock. When a customer buys a product, it's automatically deducted from the inventory. When stock reaches zero, the product can no longer be purchased.

This eliminates the risk of overselling – the situation where you sell more products than you have in stock. With manual management, it can easily happen that two customers buy the last jersey at the same time, leaving you with a problem. With automatic stock management, it's impossible.

How does stock management work?

Stock management works in real-time with the following process:

1. You specify starting inventory: When you create a product, you enter how many you have in stock
2. System deducts on sale: Each time an order is completed, the quantity is deducted from stock
3. Sold-out products are blocked: When stock reaches zero, the product shows as sold out
4. You can restock: When you receive new items, you manually update the stock count

For products with variants (sizes, colors), stock is managed per variant. You can have 10 pieces in size M and 0 in size XL – customers can still buy M while XL shows as sold out.

What is automatic payment handling?

Automatic payment handling means payments are registered without manual effort. When a customer pays, the order is instantly marked as paid, and you don't need to check bank transfers or match payments with orders.

The system handles the entire process: payment authorization, verification, registration, and confirmation to the customer. You simply receive a notification that a new paid order has arrived.

How does payment automation work?

The payment process is fully automated:

1. Customer chooses payment method: Credit card or local payment options
2. Payment is authorized: Payment provider verifies the card/account
3. Order is marked as paid: System registers the payment automatically
4. Confirmation is sent: Customer receives order confirmation with receipt
5. You get notification: Administrators receive notification about new order
6. Money is paid out: Amount is transferred to your bank account

The entire process takes seconds, and you don't need to do anything until delivery of the item.

What are the benefits of automation?

No overselling

You can never sell more products than you have in stock. The system automatically stops sales when inventory is empty. No unhappy customers who paid for items you can't deliver.

Always updated overview

You always know exactly how many items you have in stock. No manual counting or spreadsheets. Stock levels update in real-time and are accessible to all administrators.

No payment reconciliation

No more checking bank statements and matching transfers with orders. The system automatically knows which orders are paid. You can focus on delivery instead of accounting.

Fewer errors

Manual handling introduces errors. Wrong stock counts, forgotten payment registrations, missing follow-ups. Automation eliminates human errors and ensures consistent data.

Time savings

Volunteers spend less time on administration and more time on what matters: training, matches, and community. An hour saved on stock management is an hour gained for club work.

What about products without stock management?

You can choose to disable stock management for specific products. This is useful for:

• Made-to-order items: Products you order when they're sold
• Digital products: Tickets, memberships, gift cards
• Unlimited inventory: Items you can always source

Without stock management, the product can be purchased unlimitedly. You keep track of inventory yourself and manually close sales when you run out.

How to set up automatic stock and payment

1. Create the webshop in SportMember and connect payment recipient
2. Create products with images, descriptions, and prices
3. Specify starting inventory for each variant (size, color)
4. Activate the webshop – automation is now active
5. When items sell, inventory updates automatically
6. Payments are registered automatically and money is paid out
7. Update stock count when you receive new items

What happens when a product is sold out?

When stock reaches zero, the product shows as "Sold Out" in the webshop. Customers can see the product but cannot add it to their cart. When you update the stock with new items, the product automatically becomes available again.

You don't automatically receive notification about sold-out items, but you can always see stock status in the product overview. Some clubs set a reminder to check inventory weekly.

FAQ – Frequently asked questions

Does inventory update in real-time?

Yes, inventory updates instantly when an order is completed. There's no delay – stock is reduced the same second the payment is approved.

Can two customers buy the last item at the same time?

No, the system reserves the item when the customer goes to checkout. If two customers try to buy the last item, the second one will be notified that the item is sold out.

What if I enter wrong inventory count?

You can always correct the stock count manually. Go to the product and update the inventory. The change takes effect immediately.

Can I see when inventory was updated?

Yes, the system logs all changes. You can see order history and when items were sold, providing traceability on inventory changes.

Do I need to manually register payments?

No, payments are registered 100% automatically. When a customer pays, the order is marked as paid without your involvement.

What happens with refunds?

With refunds, money automatically goes back to the customer. However, inventory isn't automatically updated – you need to manually add the item back to stock if it's returned in sellable condition.

Can I disable automatic stock management?

Yes, for each product you can choose whether stock management should be active. Without stock management, the product can be sold unlimitedly.

Does it work with different sizes?

Yes, inventory is managed per variant. Each size and color has its own stock count, so you can have 5 pieces in size S and 0 in size L.