Creating Events and Collecting Fees

An Event in Circlevine represents any occasion where money is expected from members — monthly subscriptions, annual fees, social functions, tours, or fundraising drives.

Event Types

Circlevine supports two collection models:

Scheduled (Fixed Amount)

Use this when you know in advance who needs to pay and how much.

• You assign specific members to the event.
• Each member gets an expected amount (defaults to the event's default amount, but can be customised per member).
• A CHARGE ledger entry and an Invoice are automatically created for each participant.
• As bank transactions come in and are assigned to members, Circlevine shows you exactly who has paid and who still owes.

Best for: Monthly subscriptions, annual membership fees, fixed-price events.

Contribution (Open Amount)

Use this when members contribute variable or unknown amounts.

• You assign members to the event, but there is no fixed expected amount.
• Charges are created when payments arrive, not upfront.
• Ideal for donations, voluntary contributions, or pay-what-you-can events.

Best for: Fundraising drives, voluntary contributions, tip jars.

Creating an Event

1. Navigate to Events in the sidebar.
2. Click Create Event.
3. Fill in:
4. Name — e.g., "March 2026 Subscriptions"
5. Date — The event date
6. Default Amount — The standard amount per member
7. Category — The financial category (e.g., "Subscription Fees")
8. Collection Type — Scheduled or Contribution
9. Description — (Optional) Details about the event
10. Click Save.

Adding Participants

After creating the event: 1. Open the event. 2. Click Add Members. 3. Select members individually, or use filters to select by custom fields (e.g., all members where "Status" = "Active"). 4. Adjust individual amounts if needed (the default is pre-filled from the event's default amount). 5. Click Save.

For Scheduled events, saving participants will automatically: - Create a Collection record for each member - Create a CHARGE ledger entry for each member - Create a Draft Invoice for each member

Tracking Payments

On the event detail page, you can see: - The total expected amount across all participants - The total amount collected so far - Each member's expected amount, paid amount, and remaining balance - Colour-coded indicators: green (fully paid), yellow (partially paid), grey (not paid)

Cloning Events

For recurring events (like monthly subs), use Clone Event to duplicate an existing event. This copies all the settings and participant assignments, saving you from re-entering everything each month.

Backfill

The Backfill feature lets you retroactively create collection records for an event. This is useful if you created the event but forgot to add some members initially.