If you have used WePay on a previous event site, you can migrate the settings from the same account OR create a new WePay account. If you use the same email address for each application, the gateways will all appear in a master account - providing clear reporting of revenue streams from each event.
Important! Please read before starting setup:
We partner with WePay.com to provide our customers with access to their product (online credit card processing), but our companies are not otherwise affiliated. Your WePay.com gateway account will be generated from a form on your event site (our software), but will be provided and managed by WePay exclusively.
The WePay setup process is fast and easy - you can start processing credit cards transactions within 5 minutes! Because it's so fast and easy to get started, WePay aggressively monitors new accounts and all transactions to prevent misuse/fraud.
What you need to know:
1. WePay.com will only approve accounts for non-profit and for-profit business organizations based in the United States (with an EIN federal tax ID). WePay processes both US and Canadian transactions, but only for US-based organizations.
2. Submitting the WePay account form on your event site for a WePay gateway generates a TEMPORARY account which allows immediate credit card processing - but you must provide additional info on WePay.com promptly or your processing will be disabled!
Setting up the account will trigger an email from WePay with instructions for completing a simple application and providing bank account details for where the credit card revenue should be deposited.
If you do not use the link provided in the email to create your password within 14 days and/or submit the completed application to WePay.com within 30 days, your account will be disabled and any payments processed will be returned to the credit card holder!
3. The person listed as the Account Manager will NOT be able to make credit card payments on your event site (transactions with matching names or email are blocked). The Account Manager should be your organization's Treasurer/Comptroller, using an organization email if possible.
4. WePay requires an email address and matching zip code in order to process transactions. The software will automatically add these fields to your ticket and registration forms if you haven't already done so. The zip code field will be displayed, but not automatically required (users will have to provide both in order to process a credit card). You may opt to require these fields for all users by editing your ticket field settings.
Zip codes must match the card's billing address and emails must be valid. WePay utilizes A.I. to scan for potentially fraudulent transactions and may retroactively cancel transactions using suspicious emails so be sure to instruct your team* to never enter "placeholder" emails in order to process a credit card.
*Past cancellations have almost exclusively resulted from staff/volunteers entering obviously invalid emails for unknown addresses when the buyer is not present to provide their email. Examples of flagged emails include email@example.com, firstname.lastname@example.org, or the same email associated with many different names.
To create a WePay gateway, login to your event site
Go to: Site Settings > Customize Your Site > Payments/Credit Card > Setup Credit Card Gateway (requires Chair role)
Be sure to list your Organization's name exactly as it appears on your EIN/IRS paperwork. If the name of the organization on the non-profit IRS paperwork and the bank account do not match, WePay will require you to submit documents that show the structure of the organization. It can be very difficult to set up an account where the organization names do not match (i.e. an organization may NOT accept money into their account on behalf of another organization.)
Temporary account is generated:
Expedite WePay's Final Account Review/Approval with a Test Transaction
Because it is so fast and easy to setup an account, WePay does not review completed applications until a transaction has been successfully processed. If there are inconsistencies in your organization's EIN/bank records and WePay account, you'll want to know right away - so be sure to run a test transaction if you will not be accepting cc payments immediately.