Transfers let a golfer send money from their house account to another golfer at your club, from the customer portal. They're off until an owner turns them on.
How it works
- The person receiving taps Receive in their portal and gets a 6-digit code. It works once, for 15 minutes.
- They give the code to the person sending.
- The sender taps Send and enters the code and an amount.
- The sender checks the name shown, then enters a 6-digit code we email to them.
- The money moves straight away, passes update, and both get an email receipt.
Golfers can't look each other up, and nobody can be sent money unless they created and shared a code.
What each person sees
Each side sees the other's first name and last initial, such as "Alex S." That appears on the confirm screen, in their portal history and on the email receipts. It doesn't appear on lock-screen messages, statements or webhooks.
Your team sees both customers on their profiles and the full ledger, as with any other movement.
What can be sent
Golfers can always send money they've deposited. You choose whether they can also send:
- Rewards, such as loyalty, referral and promotional credit. Off by default. Rewards stay rewards for the person who receives them.
- Credit with an expiry date. Off by default. It keeps its expiry date when it's sent.
Golfers can never send money they owe you. If you let a golfer run a tab, they can spend below zero at the till, but they can only send money that's actually on their account.
Shared accounts can't send or receive transfers, and neither can frozen accounts. A golfer can't send to another customer on the same email address.
You choose the limits in Settings:
- Most per transfer: 100.00 by default
- Most per golfer in 24 hours: 200.00 by default
- Hold on card top-ups: 3 days by default, from 0 to 30. Money topped up by card can't be sent until the hold ends, which reduces the risk from stolen cards. A shorter hold is more convenient but riskier, and 0 turns it off.
Code expiry, wrong-code attempts and rate limits are fixed, for everyone's security.
Before you turn it on
You decide whether to offer transfers, and you're responsible for them meeting the laws where you operate. PocketPass provides the software and doesn't give legal advice. This checklist isn't legal advice either, so take your own, particularly in the UK and EU.
- Payments and e-money rules. Ask your adviser whether letting customers move stored value to each other changes how your balances are treated, including any exemption you rely on. Moving value between people can matter here even when the balance can only be spent at your club.
- Anti-money-laundering. Ask whether any duties apply, and set limits that suit you.
- Your terms. Publish terms for golfers covering transfers: that they're final, who to contact, and your limits. You'll need the link to turn this on. Template wording is below.
- Your privacy notice. Tell golfers that a first name and last initial are shown to the other person in a transfer, and consider whether a data protection impact assessment is needed.
- Disputes. Decide how your team handles a mistaken transfer. Transfers can't be undone by the golfer. An owner can correct balances with Adjust balance.
- Tax and accounting. Transfers appear in the accounting journal under their own category and net to zero. Check this suits your books.
Turn it on
An owner goes to Settings -> House accounts -> Transfers between golfers, switches it on, sets the limits, adds the terms link and accepts the statement. We record who accepted it and when, in your audit log. PocketPass staff can't accept it for you.
Turning it off takes effect immediately, including for transfers in progress.
Template wording for your terms
Adapt this with your adviser. Replace the parts in brackets.
Transfers. You can send money from your house account to another [club name] customer using a code they give you. We show each of you the other's first name and last initial. Check it's the right person before you confirm, because transfers are final. Only [deposited funds / deposited funds and rewards] can be sent. Money you owe us and recent card top-ups can't. Limits apply: [amount] per transfer and [amount] in 24 hours, and card top-ups can't be sent for [number] days. Your balance can only be spent at [club name] and [is / is not] refundable [details]. We may refuse or reverse a transfer we reasonably suspect is fraudulent or unlawful, or that breaks these terms. If you didn't make a transfer, contact [email or phone] straight away. We can stop offering transfers at any time.
Privacy requests
An owner can permanently erase a customer from their profile with Erase customer. Their balance must be zero first. It removes their name, contact details, notes, tags, saved card, portal access and pass, and keeps transaction amounts so your reports still add up. If they're still in Lightspeed, delete them there too, or the next sync can add them back. A pass already on their phone stops updating, but only they can delete it.
Our Data Processing Addendum sets out how we process your customers' data on your behalf.