This guide explains how to manage and review recurring donation subscriptions in LevCharity. Admins can use this section to monitor donor activity, review payment cycles, and cancel or update subscriptions as needed.
Module Location #
Module Location
- Admin Path:
Activity > Recurring
This view provides a real-time snapshot of all recurring donation plans initiated by donors, including active, cancelled, and expired subscriptions.
Table Overview #
The Recurring Subscriptions table contains the following columns. Each entry represents an individual recurring donation plan.
| Field | Description |
|---|---|
| ID | Unique identifier for each recurring plan. |
| Full Name | The name of the donor associated with the subscription. |
| Start Date | The date the recurring plan started. |
| End Date | The date the recurring plan is scheduled to end. Empty if ongoing. |
| Number of Payments | The number of payments defined at the start. Can be a set number (e.g., 12) or unlimited. |
| Next Payment | The scheduled date of the next recurring payment. May be blank if the plan is cancelled or expired. |
| Donated | The amount charged for each interval. |
| Status | Indicates whether the plan is Active, Cancelled, or Expired. |
| Actions | Includes options to View, Edit, or Cancel a subscription (if applicable). |
Understanding Subscription Statuses #
Subscriptions can have one of three possible statuses. Here’s what each means:
| Status | Meaning |
|---|---|
| Active | The subscription is currently running. The donor will be charged at the defined interval. |
| Cancelled | The subscription was manually cancelled by an admin or via the payment gateway. No further charges will occur. |
| Expired | The subscription ran for the full number of payments and ended automatically. |
Common Use Cases #
These are typical admin tasks and review processes within the Recurring module:
1. Tracking Active Subscriptions #
Filter the table by Status = Active to view all currently running plans. Use the Next Payment column to monitor upcoming charges.
2. Auditing Cancelled Plans #
Cancelled subscriptions show both Start and End Dates. Use this to identify donors who may benefit from follow-up or re-engagement.
3. Verifying Payment Cycles #
Compare Start Date, End Date, and Number of Payments to validate that subscriptions are configured correctly (e.g., monthly cycles for 12 months).
Managing Subscriptions #
This section outlines available actions for managing recurring plans directly from the admin dashboard.
- Cancel
If a donor requests to stop future payments, locate their record and click Cancel in the Actions column. - Review History
Use the Subscription ID to trace related donation records in your CRM or payment gateway. - Update
Some integrations allow editing of amounts, intervals, or frequency. This depends on your gateway connection.
Tips for Admins #
Cross-reference with Gateways or Campaign Logs
If something seems off (e.g., no upcoming payments but status = Active), double-check gateway logs or campaign associations.
Sort by Next Payment
Prioritize upcoming charges and ensure your gateway is processing correctly.
Watch for Unlimited Plans
Subscriptions marked as “unlimited” may require additional monitoring to manage churn and donor engagement.
