Skip to main content

Monitor and Manage Recurring Donations

Goal: See every recurring gift your affiliate has on file in one place — spot the ones that are failing, understand how much recurring revenue you have coming in, and pause, resume, edit, or cancel a schedule on a donor's behalf.

Once donors set up recurring gifts (see Set Up a Recurring Donation), those schedules run automatically in the background. This page is your control center for watching and managing them across all donors — you no longer have to open each donor's profile one at a time.

Where to find it​

Go to Fundraising → Recurring Donations. The page is available to administrators and fundraising coordinators. Other staff won't see the menu item.

The summary cards​

Four cards across the top give you the health of your recurring program at a glance:

  • Active — how many schedules are currently giving, with the number paused shown underneath.
  • Est. monthly revenue — your recurring revenue normalized to a monthly figure (a quarterly gift counts as one-third per month, an annual gift as one-twelfth, and so on). This is a planning number, not a guarantee.
  • At risk — active gifts whose most recent charge is failing or has exhausted its retries, plus a count of saved cards that expire within 30 days.
  • Next 30 days — the total you expect to collect from active schedules due to charge in the next 30 days, and how many charges that is.

The list​

Each row is one recurring schedule:

ColumnWhat it shows
DonorThe donor's name (organizations show a building icon) and the designation (campaign, project, event, or fund), or "General".
AmountThe gift amount. "+fees" appears when the donor opted to cover the estimated processing fee.
FrequencyWeekly, Monthly, Quarterly, etc.
StatusSee the status badges below.
Next chargeThe next scheduled charge date. Shown in red ("past due") if it's overdue, or amber ("Retry …") when a failed charge is waiting on its next retry.
StartedWhen the schedule began.

Status badges​

  • Active (green) — giving normally.
  • At risk (amber, with a warning icon) — still active, but the latest charge is failing or has used up its retries. These are the donors to reach out to.
  • Paused (amber) — not charging. A schedule auto-pauses after repeated failures, or staff/donor can pause it manually.
  • Cancelled / Ended (grey) — stopped. Past gifts remain on the donor's record.

Finding the right gifts​

  • Search the loaded list by donor name or email using the search box.
  • Filters (the Filters button) let you narrow by status, frequency, sort the list (newest, amount, soonest next charge, recently started), and flip on At-risk only to show just the failing schedules that need attention.

Opening a gift​

Click any row to open a detail panel showing:

  • The schedule (start, next charge, end date, last payment) and lifetime totals collected.
  • Payment history — every charge processed, with its outcome. The amount is what the card was charged, so a gift with a donor-covered fee shows the gift plus the fee, with the fee noted underneath.
  • Upcoming charges — the projected next charges.
  • A banner if the gift is failing, including how many attempts have failed and when the next retry is.

Managing a gift​

From the row's ⋮ menu or the detail panel — available to administrators and fundraising coordinators:

  • Edit — change the amount, frequency, or end date. Changing the amount recalculates the donor-covered fee estimate; changing the frequency reschedules the next charge.
  • Pause — stop charging temporarily. Use this while you sort out a payment problem with the donor.
  • Resume — restart a paused schedule. The next charge date is recalculated forward.
  • Cancel — stop the schedule permanently. This asks for confirmation and cannot be undone; past gifts stay on the donor's record.

Exporting​

Use Export (top right) to download a CSV of every recurring gift matching your current filters — useful for board reports, outreach lists for at-risk donors, or revenue planning in a spreadsheet.