Access to the Payments and Scholarships pages is controlled by your admin permissions. If you see a redirect to the dashboard, ask a super admin to grant you the appropriate access.
Viewing payment status for all members
Navigate to Admin → Transactions. The page shows every dues payment recorded for the current year, with:- Member name and email
- Dues type (base dues, 30-amp RV fee, 50-amp RV fee, etc.)
- Amount paid
- Payment method (card, Apple Pay, Google Pay, manual)
- Payment status (succeeded, pending, refunded)
- Date
Dues tiers
Dues tiers are assigned per member, per year. A member with an RV owes both base dues and the applicable RV fee.
How Givebutter auto-updates payment status
When a member pays through the Givebutter payment link, Givebutter sends a webhook to PlayaOS. The webhook processor:- Matches the transaction to the member by email.
- Records the payment in the transactions table.
- Updates the member’s payment status automatically.
Recording a payment manually
Use this when a member has paid outside of Givebutter (cash, check, bank transfer, or other arrangement).1
Click Record Payment
Use the Record Payment button at the top right of the Transactions page.
2
Select the member
Search for and select the member from the dropdown.
3
Enter the details
Set the dues type, amount, payment method, and date.
4
Save
Click Record. The transaction appears in the table immediately, attributed to you as the recorder.
Recording a refund
Recording refunds requires the Finance role. Ask a super admin to grant you access if the Record Refund button is disabled or the action is rejected.
1
Select the member
Only members with refundable payments (a positive, succeeded payment with remaining refundable balance) appear in the list.
2
Choose the original payment to refund
Each refund must be tied to a specific original payment. The dropdown shows the payment date, method, description, original amount, amount already refunded, and remaining refundable balance. The most recent payments appear first.
3
Enter the refund amount
The amount must be greater than zero and cannot exceed the remaining refundable balance shown for the selected payment. Attempting to refund more than remains triggers a validation error.
4
Enter a reason (required)
A non-empty reason is required on every refund. Add optional internal notes if you need more context for the ledger.
5
Choose whether to revert member status
The dialog includes a Revert member status to approved option. Leave it checked (the default) to revert an active member back to approved if the refund leaves them no longer fully paid for the active camp year. Uncheck it to leave the member’s status untouched — useful for partial refunds, goodwill credits, or other cases where you don’t want to revoke active membership.
6
Save
The refund is recorded atomically with the original payment locked for update, preventing double refunds from concurrent actions.
refund and succeeded status. The original payment’s remaining refundable balance is reduced accordingly. Partial refunds are supported — you can record multiple refunds against the same original payment until the remaining balance reaches zero.
Member status after a refund
Whether a refund changes the member’s profile status depends on the Revert member status choice you make in the dialog:
If a member is reverted to approved, re-activate them by recording a new payment or assigning a scholarship once they settle their balance.
Managing scholarships
Scholarships reduce or eliminate a member’s dues. They work by generating a promo code the member enters at the Givebutter payment page. Navigate to Admin → Scholarships.Assigning a scholarship
1
Fill in the Assign Scholarship form
Select the member, enter a promo code (or use the suggested format
SCHOLAR[YEAR]), set the discount amount in dollars, and add an optional reason.2
Click Assign Scholarship
The scholarship is created with assigned status and the promo code is ready to share with the member.
Scholarship statuses
To manually mark a scholarship as used or expired, use the Mark Used or Expire actions in the Scholarships table.
Discount codes
Discount codes work similarly to scholarships but are typically self-serve — members enter them at checkout. Applied discounts appear in the Discounts Applied section at the bottom of the Scholarships page, pulled automatically from Givebutter payment records.Sending a payment reminder
To follow up with members who haven’t yet paid:- Go to Admin → Members and filter by payment status.
- Select the members you want to remind.
- Use Admin → Email to send a broadcast to that filtered segment.