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Offline Payments
Offline payments let members complete a purchase by check (mailed to the office) or in-person payment at the office, instead of paying by card at checkout. Used by: Admin and Super Admin.
Routes: https://admin.uibeta.org/admin/payments/offline-pending (pending queue), https://admin.uibeta.org/admin/payments/[id] (confirm or cancel individual orders), https://admin.uibeta.org/admin/settings/offline-payments (configuration).
How it works for members
When offline payments are enabled, members see an offline option at checkout alongside the normal card payment option.
- Member selects Pay by check or Pay in office at checkout.
- Member receives a confirmation email with instructions: mailing address (for check) or office address and hours (for in-person), total due, and hold period.
- The order is created in a pending state — membership or enrollment is not yet active.
- Admin staff receive an instant alert email (see Order Notifications).
Hold periods
Each payment method has a configurable hold period — the number of days staff have to confirm (or cancel) the order before it expires. If an order is not confirmed within the hold period, the member receives an expiry notification.
- Check hold — Days allowed for a check to arrive by mail and be processed.
- Office hold — Days allowed for the member to come in and pay.
Both are set in Global Settings → Offline Payments.
Admin confirmation workflow
Viewing pending orders
Go to Payments → Pending offline in the sidebar (or https://admin.uibeta.org/admin/payments/offline-pending).
This queue shows all offline orders waiting for staff action. Each row shows the member name, items ordered, amount due, payment method, and how much time remains before the order expires.
Confirming an order
When payment has been received (check deposited or in-person payment collected):
- Click Review & confirm on the pending order row, or open the payment detail page.
- Review the order details.
- Click Confirm payment. The order moves from pending to confirmed, and the membership or enrollment becomes active.
Family add-ons on offline orders
If the offline order includes a family add-on (for example a Patron or family membership bought by check or in office), confirming the order also adds the purchased family slots to the member's active membership. Extra slots beyond the family-member maximum are not added.
Cancelling an order
If the member does not pay, the payment cannot be processed, or the order needs to be voided:
- Open the payment detail page.
- Click Cancel. The order is voided and the membership or enrollment is not created.
WARNING
Cancelling an offline order cannot be undone. The member will not receive a refund (no payment was collected), but their order will be void and they will need to place a new order if they still want to purchase.
Settings
Configure offline payments at https://admin.uibeta.org/admin/settings/offline-payments (Settings → Payments → Offline Payments in the sidebar).
| Setting | What it controls |
|---|---|
| Enable offline payments | Show or hide the offline payment option at member checkout |
| Check hold days | Days before a check-payment order expires |
| Office hold days | Days before an in-office-payment order expires |
| Org name | Your organization name shown in member confirmation emails |
| Mailing address | Address where members mail checks |
| Office address | Address for in-person payments |
| Office hours | Hours shown to members choosing the in-office option |
| Contact email | Email shown for member questions about offline payments |
Save changes after editing. New hold periods apply to orders placed after the save; existing pending orders are not affected.
Need help? Contact Andrew.