Bank Account Details for Organisations

    Overview

    Horsify allows organisations to store their Australian bank account details (BSB, account number, account name) securely encrypted at rest. These details are automatically included in confirmation emails and tax invoice PDFs when a rider selects Bank Transfer as their payment method, giving riders the information they need to complete manual payments.

    Purpose: Enable organisations that accept bank transfer payments to provide riders with accurate payment details automatically, without manual follow-up, while keeping sensitive financial information securely encrypted and protected at rest.

    Who Uses This

    • Organisers (Admin): Add, edit, and remove bank account details from the organisation settings page.
    • Riders: Receive bank account details in confirmation emails and downloadable invoices when they choose bank transfer checkout.
    • Global Admins: Can view and manage bank details for any organisation.

    Key Features

    Secure Storage

    Bank details are stored securely encrypted. The database never holds plaintext bank account information. Details are encrypted on save and decrypted on read.

    Bank Details in Invoices

    When a registration uses bank transfer as the payment method, the organisation's bank details are included in the tax invoice PDF — bank name, account name, BSB, account number, and payment reference.

    Bank details are only shown on invoices for bank transfer payments — never for card or other payment types.

    Bank Details in Confirmation Emails

    When a rider selects bank transfer at checkout, the confirmation email includes the organisation's bank account details and payment reference.

    If the organisation has not configured bank details, the email shows: "Please contact the event organiser for bank account details."

    Payment reference:

    • Uses the organisation's configured payment reference if set
    • Falls back to a unique reference based on the registration ID

    Admin Management

    Organisers manage bank details through a dedicated modal accessible from the organisation detail page.

    Form field limits:

    • Bank Name: 100 characters
    • Account Name: 200 characters
    • BSB: 10 characters
    • Account Number: 20 characters
    • Payment Reference: 100 characters

    A security notice is displayed: "Bank details are encrypted and only visible to organisation administrators."

    How to Use

    Adding Bank Details

    1. Navigate to Organisation Settings → Organisation Detail page
    2. Scroll to the bank details section
    3. Click "Edit Bank Details"
    4. Fill in the fields:
      • Bank Name — e.g. "Commonwealth Bank"
      • Account Name — the name on the bank account
      • BSB — 6-digit BSB in XXX-XXX format
      • Account Number — your bank account number
      • Payment Reference (optional) — suggested reference for riders (e.g. your organisation name or invoice prefix)
    5. Click Save
    6. Details are encrypted and stored securely

    How Riders See Bank Details

    1. Rider registers for an event and selects Bank Transfer at checkout
    2. Registration is confirmed with status message: "Registration confirmed — please complete bank transfer as per email instructions"
    3. Rider receives a confirmation email containing a styled bank details section
    4. Rider can also download a tax invoice PDF that includes the bank transfer details

    Removing Bank Details

    1. Open the Edit Bank Details modal
    2. Clear all fields
    3. Click Save — empty values are removed

    Important Notes

    ⚠️ Bank transfer registrations are confirmed immediately without waiting for payment. Monitor your bank account and follow up with riders who have not completed their transfer.

    💡 Setting a clear Payment Reference (e.g. your club name or event code) helps match incoming bank transfers to the correct registrations.

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