Send payments manually

creating manual payments in roster allows you to manage ambassador payouts outside of roster's paypal/venmo integration, giving you control over how payments are issued this method is useful for brands that prefer to process payments via their internal systems or need to handle custom payment methods this guide walks you through the process of marking payments as sent manually and ensuring ambassadors are informed about their payment status video walkthrough video transcript this is a transcript from the loom video walkthrough 0 00 hey, this is jeff at roster in this video, let's walk through creating some payments for our ambassadors, and we're going to use the option to send the payments manually 0 11 so let's go ahead and in the left navigation, click on the referral rewards tab and when you that page loads, we will click on the unsent payments tab 0 20 this page will roll up all of the unpaid referral commissions at the ambassador level so you can see here that i have, uh, 29 ambassador 0 32 ambassadors who have unpaid commissions if i wanted to, i could select them all i could select one or two of them 0 39 i could also use any of the filters to get down to the specific referral ambassadors and commissions i want to pay out 0 47 for example, i could put in a date range to pay out commissions that have been approved during a certain date range or that were earned during a certain date range 0 56 so you have a lot of options on how you, how you pay them out but let's go ahead and just select a couple of these ambassadors and then i will select click on the actions drop down and from there i will select send payments manually 1 11 this is going to bring up a dialogue that gives me a summary of the total number of ambassadors who will be paid, the total number of rewards, and the total number total amount across all of those rewards that will be paid out 1 25 and then in the payment method field i have two options i can send using the, or i can indicate that the payment is going to be made through the ambassador's preferred payment method 1 34 and this, this one doesn't make as much sense as probably if you are, uhm, sending these manually, but, uh, you do have the option of having them put in their paypal or venmo 1 44 so if you're wanting to do paypal and venmo, but not use the integration with roster, then you could select this 1 49 otherwise, most brands would select custom and then they would indicate here how that is going to be paid out, and this will convey to the ambassadors what they can expect 2 00 so, we'll just go ahead and put ach in there right now, uhm, cause i'm gonna do that through our internal system 2 08 and if i wanted to put in any note here that would not be visible to ambassadors, but i wanted to have show up for my team later, i could do that 2 17 and then lastly, i need to check this box to confirm that i understand these payments are not going to be sent out by roster and so that it's my responsibility to ensure that the ambassadors are paid 2 28 once i check that box, then i can click the mark as paid button and then roster will mark those as paid 2 36 and you have a dialogue here with the option of viewing the payments that were sent or just sent out, or downloading a csv file 2 44 so let's go ahead and click the view payments and what that will do is it will take me to the sent payments tab and it will filter the payments based on the batch of payments 2 56 payments that was just created so you can see this payment batch filter has been added and so i see just the three ambassadors who were paid in that payment batch 3 05 uhm, from here i can just confirm that everything looks good and i can also export that csv file by selecting the, uh, option to download the payments matching your search 3 18 and that will give me the same csv file that i would have had, uh, had i downloaded it from that confirmation dialog that i would have gotten, so 3 28 okay, and then once the csv file is downloaded, that is something you can then use to hand off to your finance team or whoever does payments on, uh, your company 3 38 and that will have, i'm going to show you a little, uh, view these aren't the exact same three payments, but this is for a batch that i just did 3 45 here's the kind of information that would show up in that csv file you have a unique payment id that roster creates, the payment date, the payment status, the advocate id, which is an internal id to roster, and then first name, last name, email, their address, and a few other things 4 03 so, should have everything in there you need in order to send them a payment, however you end up sending payments out 4 11 and they should be good so, the one thing you just want to make sure is that if you have the email notification turned on for the program that your ambassadors are in, then roster will notify them that they've been paid, so you'll want to make sure you do the payment on your side 4 24 and then, ah, lastly, let's just kind of take a quick look at what this looks like for an ambassador so, we'll log in as an as one of these ambassadors, and we're going to go over to the referrals tab, and then it looks like, okay, there's the payments right there, they're in this date range, so i can 4 43 click on this, or they can click on this view payments breakdown, and it'll show them a history through an overall chart, and then a history table of all of their payments, and this is where that ach transfer shows up for them to see, so 4 56 so, it should show them all of the payments that you're processing through roster, even if you're paying outside of roster, just so they can see it all in one place 5 05 hopefully this helps if you have any questions on sending payments manually, reach out to our customer success team or support team, and we'll be happy to give you a hand 5 13 have a nice day thanks step by step instructions navigate to unsent payments log in to your roster account click on referral rewards in the left navigation menu select the unsent payments tab to view ambassadors with approved rewards ready for payment filter and select payees apply filters to narrow down the list see view unsent payments docid\ a jzyn0inbjzhlgnz7sjf for tips on filtering this page select the ambassadors you want to pay by checking their names from the list initiate manual payment process after selecting ambassadors, click on the actions dropdown choose send payments manually from the menu review payment details review the summary dialogue showing total ambassadors selected total rewards total payment amount in the payment method field, choose between ambassador’s preferred payment method use paypal or venmo if preferred methods are pre defined but not integrated with roster custom specify an alternate method (e g , ach, check) optionally, add a private note for internal reference (this note won’t be visible to ambassadors) confirm by checking the box acknowledging responsibility for payments click mark as paid to proceed review payment batch after marking payments as paid, choose to view payments redirects to the sent payments tab filtered by the current batch download csv exports a csv file with detailed payment information for handoff to your finance team ensure all payment details in the batch match your expectations notify ambassadors if email notifications are enabled for the program, roster will inform ambassadors of the payment status verify that payments have been processed on your end to ensure accurate communication need help? for questions or assistance with sending payments manually, contact our customer success team at support\@getroster com we’re here to help!