Summary
One of the core functions of our member database is making it easy to track payments, regardless of how they're collected. In this article, we'll review the ability to record a payment that occurs outside of Join It and Stripe. Commonly, this feature is used to record payments made in Cash or by Check.
Step-by-Step Guide
Manually recording an Offline Payment
Navigate to the respective Membership record
Click 'Add Payment', either at the top of the Membership record or under the Payments section
Choose to 'Record an Offline Payment'
Determine whether you want to process the Payment as a Renewal, which will automatically update the respective Membership's Status and Expiration Date
Set the respective variables for the payment: Payment Amount, Payment Data, and Note (optional)
Click the 'Record an Offline Payment' button
That's it! Once recorded, this offline payment record will be associated with this membership record.
Description of screenshot: Displaying where to find the 'Add payment' button on a Membership record
Description of screenshot: Displaying the input page where you can record an offline payment
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
When creating the payment, it'll ask you to record the 'Amount Paid' (e.g. the value of the check, or the amount of Cash collected, etc.). Typically, this will default to the price of the member's related Membership Type - but you can adjust as needed to accommodate discounts, concessions, or anything else as required.
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
Enabling Offline Payments via the Member Portal
We offer this feature on our Growth and above Package Subscriptions that allow for Member's to select 'Offline Payments' as a payment method when joining or renewing their Memberships.
First you'll want to navigate to the 'Finances' tab, then click on 'Taxes & settings', on the right hand side you'll see the Offline payment option.
There you can toggle on which Membership type's you wish to have the option of a Member adding in an Offline payment.
Once the option is toggled on, member's will be able to have the option to choose to Join with adding in an Offline payment.
If they choose to do so, they will be added into your Organization as a 'Pending' Member until an Admin within your Organization has approved the payment.
Once an Admin has approved the payment, you can then switch that member's Status to 'Active'.
Description of screenshot: Photo displaying where to find the 'Update Offline Payments Settings' within the Dashboard
Description of screenshot: Photo displaying the option to toggle on and choose which Membership Types you'd like to allow Offline payments during checkout.
Frequently Asked Questions
There haven't been any frequently asked questions on this topic yet - but if you have one, then we'd love to hear! Please chat or email (support@joinit.com) - we'd be happy to assist!