> TL;DR: Fees start as Active. Pause to temporarily stop payments (you can resume). Close to permanently end a fee. Delete only works on closed fees with no verified payments.
Fee Lifecycle
Every fee moves through these statuses:
``
CREATE → ACTIVE → PAUSED (optional) → CLOSED
`
Status Can Accept Payments? Can Be Reopened? Active Yes N/A Paused No Yes (Resume) Closed No No
When to Use Each Status
Keep Active When
- Currently collecting payments
- Event registration is open
- Donation campaign is ongoing
Use Pause When
- Taking a temporary break (holidays, summer)
- Making significant changes to the fee
- Waiting for an event date to approach
Use Close When
- Event has passed
- Campaign has ended
- Fee is no longer relevant
- You're done collecting forever
Pausing a Fee
How to Pause
Go to the fee detail page
Click Actions → Pause Fee
Confirm
What Happens
- Fee is hidden from payment page
- No new payments can be submitted
- Pending payments remain in queue (you can still verify them)
- All dues are preserved
- You can resume anytime
Resuming
Go to the paused fee
Click Actions → Resume Fee
Fee is immediately Active again
Closing a Fee
How to Close
Go to the fee detail page
Click Actions → Close Fee
Choose what to do with unpaid dues:
- Keep - Preserves for historical records
- Cancel - Marks all unpaid as cancelled
4. Optionally add a reason
Confirm
What Happens
- Fee status changes to Closed
- No new payments accepted
- Hidden from active payment page
- All data preserved for reporting
- Can be deleted (if no verified payments)
> Warning: Closing cannot be undone. Use Pause if you might collect again.
Editing a Fee
What You Can Edit
- Name and description
- Category
- Pricing tiers
- Due date
- Visibility
- Applicable to
- Guest limits
How to Edit
Go to fee detail page
Click Edit
Make changes
Click Save
Important Notes
Pricing changes: Existing verified payments keep original amounts. New payments use new pricing.
Applicable To changes: Existing dues are NOT automatically updated. You may need to manually assign or cancel dues.
Deleting a Fee
Deletion is permanent. Use only for fees created by mistake or test fees.
Requirements
- Fee must be Closed
- Fee must have no verified payments
How to Delete
Close the fee first
Click Actions → Delete Fee
Type the fee name to confirm
Click Delete
What Gets Deleted
- The fee record
- All associated dues
- All pending/rejected payments
> Note: Fees with verified payments cannot be deleted. This protects financial records.
Duplicating a Fee
Create a copy with the same settings.
When to Duplicate
- Creating next semester's version
- Making similar fee with small changes
- Testing configurations
How to Duplicate
Go to fee detail page
Click Actions → Duplicate
Form opens with pre-filled settings
Modify name and any other settings
Click Create Fee
What's Copied
- Name (with "Copy" appended)
- Description, category
- All pricing tiers
- Visibility and applicable to settings
- Guest limits
What's NOT Copied
- Status (starts as Active)
- Dues (new ones generated)
- Payment history
- Due date
Managing Dues
Dues are the individual records linking members to fees.
Due Statuses
Status Meaning Unpaid No payment yet Partial Some paid, balance remaining Paid Fully paid Waived Forgiven by admin Cancelled Removed from tracking
Waiving a Due
Waiving forgives a due without requiring payment.
When to waive:
- Financial hardship
- Special circumstances
- Promotional offers
How:
Find member in Payers table
Click actions → Waive Due
Optionally add reason
Confirm
Result: Member shows as complete, no payment required.
Cancelling a Due
Cancelling removes a due entirely.
When to cancel:
- Due was created by mistake
- Member shouldn't have this fee
- Cleanup of incorrect assignments
How:
Find member in Payers table
Click actions → Cancel Due
Optionally add reason
Confirm
Result: Due removed from tracking, doesn't count in stats.
Waive vs Cancel Decision Tree
`
Should this member pay this fee?
├─ Yes, but we're forgiving it → WAIVE
└─ No, they shouldn't have been assigned → CANCEL
``
Adding Dues Manually
Sometimes you need to add a member to a fee after creation:
Fee Actions Summary
| Action | Available When | Reversible? | Data Preserved? |
|---|---|---|---|
| Edit | Any status | Partially | Yes |
| Pause | Active | Yes (Resume) | Yes |
| Resume | Paused | Yes (Pause) | Yes |
| Close | Active or Paused | No | Yes |
| Delete | Closed, no payments | No | No |
| Duplicate | Any status | N/A | N/A |
Best Practices
Common Questions
Can I reopen a closed fee?
No. Create a new fee or duplicate the closed one.
What happens to pending payments when I close?
They remain in queue. You can still verify or reject them.
Why can't I delete my fee?
Either it's not closed, or it has verified payments. Fees with payments can't be deleted.
Dues not updating after I changed Applicable To?
Changing this setting doesn't retroactively adjust dues. Manually assign or cancel as needed.