Who it’s for
Membership organisations and event organisers managing recurring entries, family accounts and payments.
Events, members & payments
Events Portal
CWARE Events Portal manages member registration, event entries, payments and reconciliation in one system. Families enter and pay through a member portal while administrators manage eligibility, fees and the ledger.
What it fixes
Matching entries to payments by hand, across spreadsheets, messages and bank statements.
Works with
PayFast card and Instant EFT payments, manual EFT proof verification, email receipts and event exports.
Good fit for
Swimming academies, clubs and other organisations that run events for their members. If your events work differently, we’ll check the fit with you first.
CAPABILITIES
What the portal does.
One account for the family
An adult account holds the members they are responsible for and their documents. Families see eligible events, choose participants and extras, sign agreements and track payment status.
Run the season
Configure registration phases, late surcharges, sessions and entry costs. Maintain your fee schedule, control eligibility through groups and export participants, officials and documents.
A ledger you can reconcile
Record each charge, payment, refund and credit as its own line. The balance comes from those transactions, with manual EFT proof upload and administrator verification alongside PayFast payments.
Keep historical entries intact
Each entry retains the age, category, club and fee recorded at submission. Changes to a member’s current details do not rewrite last season’s entry records.
IN PRACTICE
Already running a competitive swimming season.
An established competitive swimming academy runs its family registrations, entries, officials rosters, extras, documents and reconciliation on the portal. We can adapt the terms and settings for other organisations, and arrange a call with the academy if you’d like a reference.
Read the swimming academy case study ↗HOW IT WORKS
How a family enters an event.
- 01
Register members
Create an adult account and add the family’s members.
- 02
Choose an event
View eligible events and select entries and extras.
- 03
Confirm and pay
Accept agreements and pay by card, EFT or credit.
- 04
Track the balance
See paid, part-paid, unpaid or credit status.
PRICING
What the portal costs.
Setup is R18 500 once-off. After that it’s R2 450 a month for up to 500 members, or R3 950 a month for up to 1 500. These are guide prices: we confirm the final figure and VAT in your quote.
Initial setup
R18 500
once-off
Branding, categories, fees, agreements, templates, member import and training.
Up to 500 members
R2 450
per month
Hosting, backups, updates, email delivery and support.
Up to 1 500 members
R3 950
per month
Includes more administrator seats and event volume.
Final figures depend on your member count, event volume and the data you’re bringing across. PayFast charges its standard processing fees, with no mark-up from us.
Get a quote ↗COMMON QUESTIONS
Questions about the portal.
Can one parent manage more than one member?
Yes. An adult account can hold the members they are responsible for and manage their event entries.
How are refunds and credits recorded?
Charges, payments, refunds and credits are separate ledger entries. Refunds can be recorded as account credit or cash with an audited reason.
Do old event records change when a member changes category?
No. Each entry retains the age, category, club and fee recorded at submission.
WORK WITH CWARE
See your next season in the portal.
Request a 30-minute walkthrough ↗Book a 30-minute walkthrough. Bring your fee schedule and last season’s entry list.