Getting Started with Fees

> TL;DR: Go to Finance → Fees → Add Fee. Enter a name, amount, and who should pay. Save it. Members can immediately start paying through your club's payment page.

How the System Works

The fees and payments system has three connected parts:

You create a Fee - Define what you're collecting (e.g., "Fall 2024 Membership")

System generates Dues - Each applicable member gets a record tracking what they owe

Members submit Payments - They pay and upload proof for you to verify

Creating Your First Fee

Step 1: Navigate to Fees

Go to your club's dashboard

Click Finance in the sidebar

Select Fees

Click Add Fee

Step 2: Enter Basic Info

Field	Required	Tips
Name	Yes	Be specific: "Spring 2024 Membership" not "Dues"
Description	No	Explain what members get for paying
Category	Yes	Helps with reporting

Good names:

"Spring 2024 Membership Dues"
"Annual Conference Registration"
"Club T-Shirt Pre-Order"

Step 3: Set the Price

For a simple fee with one price:

Enter a tier name (e.g., "Standard")

Enter the amount (e.g., "25.00")

For multiple price options, see Configuration.

Step 4: Choose Who Pays

The Applicable To setting controls dues tracking:

Setting	What Happens	Best For
All Members	Due created for everyone	Organization-wide fees
Active Members Only	Only active members get dues	Semester dues
Members with Tags	Only tagged members get dues	Committee-specific fees
Voluntary	No dues created	Donations, optional fees

Step 5: Set Visibility

Public - Anyone can see and pay (including non-members)
Members Only - Only logged-in club members can see

Step 6: Save

Click Create Fee. The fee is now:

Active and accepting payments
Visible on your club's payment page
Generating dues for applicable members

What Happens Next

For Members

They visit your club's payment page

See the fee you created

Choose a payment method (Zelle, Venmo, etc.)

Make the payment externally

Return and submit proof (screenshot)

Wait for admin verification

For Admins

Payments appear in your Pending queue

Review the proof

Verify or reject each payment

Track collection progress on the fee detail page

Quick Examples

Example 1: Simple Membership Fee

Field	Value
Name	Fall 2024 Membership
Category	Membership Fee
Price	$20.00
Visibility	Members Only
Applicable To	Active Members Only
Due Date	September 30, 2024

Example 2: Public Event

Field	Value
Name	Annual Conference 2024
Category	Event
Price	$50 (Early Bird), $75 (Regular)
Visibility	Public
Applicable To	Voluntary
Due Date	October 15, 2024

Example 3: Donation Campaign

Field	Value
Name	Scholarship Fund
Category	Donation
Price	Open Amount (min $5)
Visibility	Public
Applicable To	Voluntary
Due Date	None

Before You Start Collecting

Set Up Payment Methods

Members need to know how to send you money:

Go to Finance → Payment Methods

Add your payment accounts (Zelle, Venmo, PayPal, etc.)

Include clear instructions for each method

See Payments for details.

Share the Payment Link

After creating a fee:

Go to the fee detail page

Copy the payment link

Share via email, group chat, or social media

Common Questions

Can I edit a fee after creating it?

Yes. Most settings can be changed. However, changing "Applicable To" won't automatically add or remove existing dues.

What if I make a mistake?

You can edit the fee, or close and delete it (if no verified payments exist).

When do members see the fee?

Immediately after you save, based on the visibility setting.

How do I know when someone pays?

Check Finance → Payments for pending submissions. Consider setting up a regular verification schedule.

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