Summary

One of the core functions of Join It is making it easy to track payments—no matter how they’re collected. This guide walks you through how to manually record a payment made outside of Join It or Stripe. Most often, this feature is used for payments made by cash or check.

Step-by-Step Guide

Manually recording an Offline Payment

Navigate to the member’s Membership Record.
Click "Add Payment"—either at the top of the record or within the Payments section.
Choose "Record an Offline Payment".
Decide whether to process the payment as a renewal, which will automatically update the membership’s status and expiration date.
Enter the payment details:
- Amount Paid
- Payment Date
- Optional Note (e.g. check number, collected by whom, etc.)
Click "Record an Offline Payment".

That’s it! The offline payment will now be associated with the member’s record.

Description of screenshot: Displaying where to find the 'Add payment' button on a Membership record

Enabling Offline Payments via the Member Portal

Available on Total and above packages, you can allow members to select "Offline Payment" as a method during sign-up or renewal.

To enable:

Go to the Finances tab.
Click "Taxes & Settings".
On the right, you'll see the Offline Payments option.
On that page you can toggle the membership types you want to enable Offline payment on.

Once enabled, members can choose "Offline Payment" during checkout. These members will be marked as Pending until an admin approves their payment.

After reviewing, an admin can update their status to Active.

Description of screenshot: Displaying where to toggle the Offline payment option on

Offline Payment Details

When recording an Offline Payment, you have the ability to input information on the payment that's being recorded. We've detailed these different input options below.

Amount Paid

Enter the value of the payment (e.g. check amount, cash received). This will default to the price of the membership type but can be edited to reflect discounts or concessions.

Payment Date

Often, the date that the payment was collected is not the same as the date that the payment is recorded. So you have the ability to set a different 'Payment Date'. The default Payment Date will be the current date, but you can update as needed.

Adding a Note

There's also the option to include a Note on the payment. This can be for payment reference (e.g. the number on the related check, the individual who collected the cash, etc.). This field is optional and can also be left blank. Additionally, you can update this field after the payment has been collected.

Process as Renewal

One of the convenient options while recording on Offline Payment is the ability to process the payment as a Renewal. If you opt-in to process the payment as a renewal, then the system will automatically calculate and update the Membership's Status and Expiration Date.

Description of screenshot: Displaying the ability to process the payment as a renewal payment.

Downloading an Offline Payment

When viewing a Payment Record that was made Offline in your Organization's Dashboard - there will be the option to 'Download Record'.

When you click on 'Download Record', Join It will prepare a copy of the record that's fit for saving as a PDF - so that it's convenient to save to your computer. Additionally, you can choose to 'print' from this link as well, if you'd prefer to have a 'hard copy'!

Description of screenshot: Displaying where to find the 'Download Record' option on an Offline Payment