Appearance
Dashboard
The Dashboard is the main Admin landing page. You reach it at https://admin.uibeta.org/admin after logging in. It gives you an at-a-glance view of key numbers, alerts, and shortcuts so you can spot issues and jump to the right area quickly. Used by: Admin and Super Admin.
What you see when you open the Dashboard
The dashboard is organized top to bottom:
- Term selector and Refresh (top right) — pick which semester the class and revenue figures describe. The dashboard remembers your choice. Refresh reloads the numbers.
- Needs attention — a yellow box that only appears when something is waiting on staff. Each line links straight to the page where you resolve it (see below).
- Summary tiles — Members, Active memberships, Registrations / wk, and the selected term's revenue (for example Fall 2026 revenue). Click any tile to open the matching list.
- Classes panel — how full each class in the selected term is.
- Money panel — revenue for the term and the week, plus pending and failed payment counts.
- Membership expiration widget — memberships expiring soon or recently expired.
A Last updated time at the bottom tells you when the figures were calculated.
Needs attention
Each item shows a count and an arrow. Click it to go to the page that resolves it:
| Item | Where it takes you |
|---|---|
| Scholarship request(s) | Scholarship Requests |
| Failed payment(s) | Payments |
| Offline order(s) pending | Pending offline payments |
| Failed sync(s) | Sync Queue |
| LGL match(es) needing review | LGL Matching Review |
Failed payments clear themselves once the member pays. A failed payment stops counting here when the same member later completes a payment that covers every item the failed one was for. If the later payment only covered some of the items, or was itself refunded, the failed payment keeps counting. The Failed payments line in the Money panel still shows the all-time total; only the Needs attention count leaves out the resolved ones.
Classes panel
The panel lists the selected term's classes with enrolled count against capacity, plus any waitlist. If the term has more classes than fit, a +N more note appears next to All classes →.
- Click a class row to open that class in the class editor.
- If any class is under its minimum enrollment, a line such as 2 class(es) below minimum enrollment appears under the list. Click it to open the Classes list already filtered to this term's active classes that are below minimum. Archived and deactivated classes are not counted.
Money panel
- Term to date (gross / net) — labeled with the term's name, for example Fall 2026 to date. This covers everything sold during the term's selling window, not only sales made after classes started. A line underneath spells out the exact dates, for example "Everything sold Jun 1, 2026 – Dec 12, 2026, from when registration opened through the end of the term." If registration did not open before the term started, it says "the full term" instead. Use those dates when you compare this figure with the Revenue report.
- This week (gross / net) — sales so far this week.
- Pending payments and Failed payments — counts of payments in those states. Pledges are not counted in Pending payments.
- Open pledges — how many Give-page pledges are still waiting for a check. Click it to open Giving → Pledges. Only staff who can see donations see this line.
- Revenue report → opens the full report.
Membership expiration widget
This area shows memberships that are expiring soon or expired.
- Expiring soon — End date is coming up (for example in the next 30 days). Use this list to follow up with renewal reminders or outreach.
- Expired — End date has passed. These members no longer have active access. You can use the Memberships area (and the expired memberships view) to review them and decide on renewal or lapsed-member outreach.
How to act on it: Click through to the Memberships section (via the widget link or the sidebar). From there you can filter by “expiring soon” or open the Expired memberships view to see full lists and take action (for example sending a renewal reminder from a membership’s detail page).
Daily digest email
In addition to the Dashboard itself, admins receive a daily digest email summarizing several areas that need attention, including membership expirations, pending scholarship requests, and (when relevant) unreconciled charges.
Unreconciled Charges — This section appears only when there is at least one open item; it is left out of the digest entirely on a day when the count is zero. It means a recurring donation charge came through from Stripe but could not be automatically matched to a donor's account. The charge itself is real and has been recorded — it just needs a person to link it to the right donor.
What to do: Look up the charge in the Stripe dashboard using the details in the digest email, identify the donor it belongs to, and match it to their account manually. A dedicated admin screen for reviewing and resolving these is planned for a future update but does not exist yet.
Annual giving summary
Staff can send a calendar-year tax giving summary to donors who gave (one-time or recurring) in a chosen year. This is separate from the daily digest and from the yearly “your gift is still active” reassurance email.
- Go to Giving → Annual giving summary in the sidebar (
/admin/donations/annual-summary). - Enter the tax year and run Preview first — review how many donors would be emailed and how many gifts fall back to $0 FMV when older payments lack stored fair-market-value metadata.
- When the counts look right, run Send for that year. Preview does not email anyone; Send is the explicit blast.
Use this when donors ask for a year-end summary, or when preparing year-end acknowledgments. There is no automatic January send yet.
Recurring Donors
The Giving → Recurring Donors sidebar item (/admin/donations/recurring) lists every recurring gift, defaulting to gifts that are still active or past due (the ones staff might need to act on). Widen the status filter to see cancelled or expired gifts too.
Click a row to open the donor's detail page, which shows their charge history, the membership their gift is currently funding (if any), a dunning/grace callout when a charge has failed and the gift is in its recovery window, and an audit trail of who changed what.
Cancelling a gift (Super Admin only): From the detail page, Cancel recurring gift schedules the cancellation for the end of the current billing period — it is never immediate. The donor keeps their membership and benefits through that date and gets an automatic email confirming it. While a cancellation is scheduled, the gift still shows as Active with a separate "Ends {date}" tag, not as cancelled — the donor has not lost anything yet.
Changed your mind? Undo cancellation reverses a scheduled cancellation and puts the gift back on its normal billing schedule — no new gift or subscription is created.
Admin staff can see the list and every donor's detail page, but will not see the Cancel/Undo buttons — that capability is Super Admin only and cannot be granted to an Admin, since cancelling a gift stops recurring revenue and can affect a member's benefits. This is a flat role gate, not a per-person toggle (unlike Manage Payments — see Roles and Permissions).
Finance Notifications
Failed recurring-gift payments and cancelled recurring gifts are reported separately from the daily digest, through their own Finance notification category — so a person watching for money issues doesn't have to also watch the general digest, and vice versa.
- Where to turn it on: Go to Settings → Notifications. Each staff member's row has a Finance column alongside the existing categories; check it to opt in.
- Existing admins and super admins were switched on by default when this category was introduced, so nobody had to remember to opt in on day one. You can turn it off for yourself at any time from the same page.
- Failed payment alert: Sent immediately whenever a donor's recurring gift payment fails — no waiting for the next digest. It names the donor, the amount, and the date their 30-day grace period ends.
- Monthly cancellation report: Sent once a month, even in a month with zero cancellations — a quiet month is itself useful information, not just a list of losses.
- These do not appear in the daily digest. That separation is the point of having a dedicated Finance category: someone who only cares about money issues does not need to read through the rest of the digest to find them, and someone who does not opt in to Finance never sees them at all.
Giving Notifications
A separate Giving notification category alerts staff every time a gift comes in — each one-time donation and each recurring-gift charge, as they happen.
- Where to turn it on: Go to Settings → Notifications. Each staff member's row has a Giving column; check it to opt in.
- Off by default for everyone, including existing admins and super admins — unlike Finance, nobody was switched on automatically when this category was introduced. Turn it on for whoever should be told when a gift comes in.
- Fires once per gift, not a digest. A one-time donation notifies once; each recurring charge (monthly, quarterly, etc.) notifies once per charge — there is no rollup or batching.
- Covers gifts made online (card) and gifts staff record manually as check or cash.
What “pending” and “failed” syncs mean
- Pending — Items (for example a new member or a payment) are in the queue waiting to be sent to LGL. This is normal; the background process runs regularly and will send them. You only need to worry if the pending count stays very high for a long time.
- Failed — A sync job was attempted but did not succeed (for example because of a temporary LGL issue or a data problem). Click failed sync(s) in the Needs attention box (or open Sync Queue in the sidebar), filter by “failed,” and use Retry on individual jobs. If many jobs keep failing or the same job fails repeatedly, contact Andrew.
Check the dashboard at the start of each week as a health check. Work through anything in the Needs attention box, then glance at class fill, expiration counts, and failed syncs so you can catch issues early.
Need help? Contact Andrew.