Integrations

Connect the tools your club already uses. Integrations are one-way from ClubHelix out: the Xero feed sends your payments into your accounting file, and the Mailchimp sync keeps an audience in step with your consenting members. Nothing is ever imported back automatically, and credentials are stored encrypted.

Integrations are available on the Pro plan and above.

Who can use this

Only organisation admins can see the Integrations page — it holds connections into your accounting and email systems, so moderator grants and council-position permissions deliberately don't reach it.

What's on the page

• Xero accounting feed — connect your Xero organisation, choose a bank account and income account, and each paid payment (registrations, tickets, shop, memberships, donations) arrives in Xero as a received bank transaction, roughly once a day. It replaces the manual "Xero bank statement CSV" upload from the Member payments page.
• Mailchimp audience sync — paste a Mailchimp API key, pick an audience, and members who have opted in to club emails are kept in it as subscribed contacts. Withdrawn consent, unsubscribes and bounced addresses are pushed as unsubscribed.
• Build your own — a pointer to the REST API & webhooks page for anything bespoke.

Step by step

Connect Xero

1. Select Connect Xero and sign in to Xero when asked. Approve access for the organisation you keep the club's books in.
2. Back on the Integrations page, choose the Xero organisation, the bank account the feed should land in, and the income account each line should be coded to.
3. Set Feed payments from — only payments taken on or after this date are sent, and each payment is only ever sent once.
4. Select Save feed settings. From here the feed runs automatically about once a day; Sync now pushes immediately.

Connect Mailchimp

1. In Mailchimp, create an API key (Account → Extras → API keys) and paste it into the connect form. The key is verified before anything is saved.
2. Choose the audience to sync (picked automatically when you only have one).
3. Select Sync now for the first run, or wait for the daily sync.

Disconnect either integration at any time — nothing further is sent. Contacts already in Mailchimp and transactions already in Xero are left untouched.

Field reference

• Xero organisation — which Xero file receives the feed, when your login covers more than one.
• Bank account (feed target) — the Xero bank account the received-money transactions post to. Usually the account your payment provider settles into.
• Income account (line coding) — the revenue account each transaction line is coded to (e.g. 200 — Sales). Your treasurer can re-code individual transactions in Xero afterwards.
• Feed payments from — the earliest payment date the feed will pick up. Defaults to the day you connected, so historic payments aren't double-entered on top of an existing manual import.
• Mailchimp API key — ends with a data-centre suffix such as -us21. Stored encrypted; it is never shown again after saving.
• Audience — the Mailchimp list that receives your members.

Tips & FAQ

• Amounts are net of refunds at the time they're sent. A payment refunded after it has fed into Xero is not adjusted automatically — reconcile that refund in Xero. Fully refunded payments are skipped entirely.
• Who ends up in the Mailchimp audience? Only members with an active email opt-in for your organisation. Members who never opted in are not sent to Mailchimp at all, and accounts being deleted or anonymised are never exported.
• Sync says "Needs attention"? Xero sessions can expire if the feed can't run for a long period — reconnect from the same card; your account choices are kept.
• Something else you'd like to connect? The read-only REST API and signed webhooks on the API & webhooks page cover custom integrations.