Confirming membership payments

When a resident submits a payment, the committee verifies the receipt and confirms it — activating their membership for the year and sending them an official receipt by email.

Payment status flow

Every payment moves through these stages:

Payments awaiting your review appear in the Unconfirmed tab. This is where you spend most of your time.

Method 1 — Confirm from the payment record

Use this when you need to review one specific payment in detail, or when a resident calls to follow up.

1. Open the Payments list

   In the sidebar, click Payments. This opens the Unconfirmed tab — all payments that have a receipt or payment method but are not yet confirmed.

   

2. Open a payment

   Click the payment you want to review.

3. Check the receipt

   Click the link next to Payment Method (it shows the method name and a 📎 icon) to open the uploaded receipt. Verify the amount, date, and transfer details match what is on record.

   

4. Confirm

   If everything matches, click Confirm at the bottom of the page. The status changes to Confirmed and a receipt email is sent to the resident automatically.

Method 2 — Quick Confirmation (recommended)

Quick Confirmation is a dedicated screen for processing many payments at once. It shows one payment at a time — receipt and details side by side — and moves to the next automatically after each confirm. Use this at the start of collection season when payments come in all at once.

1. Open Quick Confirmation

   In the sidebar, click Payments to expand the menu, then click Quick Confirmation.

   

2. Review the payment

   The first unconfirmed payment with a receipt is shown. Check the receipt image against the displayed details — amount, date, payer, and house.

   

3. Fix details if needed

   If anything needs correcting (for example the amount is wrong), click Edit to update it inline without leaving the page, then save.

4. Confirm

   Click Confirm. The payment is confirmed, a receipt email is sent to the resident, and the screen advances to the next payment automatically.

5. Repeat until done

   Continue until the screen shows No more payments left — all unconfirmed payments with receipts have been processed.

Creating a payment on behalf of a resident

If a resident cannot do it themselves (e.g. they are not tech-savvy), you can create the payment for them.

1. Open the payment form

   In the sidebar, click Add Payment.

2. Search for the house

   On the Choose House screen, type the house number and street, then click Continue.

3. Select the payer

   Search for the resident by name, email, or mobile number and select them from the table, then click Continue.

4. Enter car plates

   Set Total Car Stickers and fill in each Number Plate, then click Continue.

5. Fill in payment details and confirm

   Fill in Payment Method, Payment Date, upload the Payment Receipt, then click Confirm to confirm the payment immediately.

Marking stickers and gate tags as issued

After handing out the physical car sticker or gate tag, record it so you know who has collected theirs.

1. Open the Unissued list

   In the sidebar, click Payments and open the Unissued tab.

2. Select the payments to mark

   Tick each household that has collected their sticker or tag.

3. Mark as issued

   Click Issue. Those payments move to the Issued list.

   

Common problems