Viewing and Filtering Transactions
Navigate to the Payments tab to access the transactions list.
Transaction Table Information
The table displays detailed information for each transaction, with sortable columns:
Amount: Shows the final amount paid. If a discount was applied or a payment fee added, it displays the original amount crossed out, the discounted amount, and the final total, along with details about the discount/fee. Cancelled transactions may indicate "(deleted)".
Item: Describes what the payment was for (e.g., "Monthly Membership", "120 mins - Big Meeting Room", "2x Cappuccino"). Includes the relevant date range for memberships. Icons indicate the item type (Membership, Room Credits, Product).
Customer: The name of the member who made the payment, linked to their profile.
Payment Method: The method used (e.g., "PayPal", "Bank Transfer", "Cash"). Includes PayPal Order ID if applicable.
Status: The current status of the payment (e.g., Pending, Completed, Cancelled, Refunded), displayed as a colored badge.
Date: The date and time the transaction was created, displayed in your space's timezone.
Searching and Filtering
Use the controls above the table to refine the view:
Search: Enter at least 3 characters to search by customer name or email.
Filter by Period: Show transactions from "Today", "This week", "This month", or "All time".
Filter by Status: Display only transactions with a specific status (Pending, Completed, etc.) or view "All statuses".
Pagination
Navigate through pages of transactions using the pagination controls at the bottom.
Managing Payment Statuses
You can update the status of certain payments directly from the table using the Actions menu (three dots) on each row.
Approving Pending Payments
For payments with a Pending status (common for manual methods like Bank Transfer or Cash), you can mark them as completed once you've confirmed receipt of funds.
Select Mark as completed from the Actions menu.
This updates the payment status to Completed.
Important: Marking a payment as Completed may automatically activate associated memberships, make purchased credits available, or confirm product purchases.
Cancelling Pending Payments
If a Pending payment will not be completed (e.g., member changes mind, payment fails), you can cancel it.
Select Mark as cancelled from the Actions menu.
This updates the status to Cancelled and prevents associated items (memberships, credits, products) from becoming active or available based on this payment.
Refunding Non-Membership Payments
For Completed payments related to Room Credits or Product Purchases (i.e., not memberships), you can mark them as refunded if necessary.
Select Mark as refunded from the Actions menu.
Important: This action only updates the status in the system. You must still process the actual monetary refund manually through the original payment platform (e.g., your bank, cash).
Marking as refunded will typically reverse any associated credits or product availability.
Handling Membership Payments
Pending Membership Payments: Can be marked as Completed or Cancelled using the actions described above.
Completed Membership Payments: Cannot be refunded or cancelled directly from the Transactions page. These actions must be initiated from the Memberships tab for the specific member. This ensures all related membership deactivation and benefit adjustments are handled correctly. Selecting the "View membership" action will take you to the relevant member's membership list.
Access to manage payment method settings is available via the "Manage payment methods" link.