The Chai Club feature helps you track and manage your recurring givers — families who have pledged to give on an ongoing basis (monthly, quarterly, yearly, etc.). It gives you a single place to see who is current, who has fallen behind, and who is giving regularly without a formal enrollment.
“Chai Club” is just the default name. You can rename the program to whatever your organization calls it — Sustainers, Partners, Monthly Circle, etc. — in Settings. Your chosen name will appear everywhere in the system.
Where to Find It
Chai Club lives on the Pending Charges page as its own tab, alongside Scheduled, Completed, and Card Expired. Open that page and click the Chai Club tab.
The main dashboard also includes a Chai Club summary inside the Charges card, showing Active, At Risk, Inactive, Candidate, and 12-month total counts at a glance. Click any number to jump to that filter on the list.
First-Time Setup
The very first time you open the Chai Club tab, you’ll see a setup screen asking you to configure the program. Click Configure to open Settings.
The Settings Modal
- Program Name — What you want to call the program (for example “Sustainers” or “Monthly Partners”). This label replaces “Chai Club” throughout the system, including emails and the dashboard.
- Subcategories — Pick which transaction subcategories count as recurring-giver donations. Only bills in these subcategories are considered when measuring activity or finding new candidates.
- At Risk threshold — How overdue a giver has to be before they’re flagged as At Risk. Measured in periods (for example 1.0 means one full period past their last expected donation).
- Inactive threshold — How overdue before they’re marked Inactive. Must be larger than the At Risk threshold.
- Candidates lookback — How many months back to search when looking for families who are giving recurrently but haven’t been enrolled yet.
You can reopen Settings any time by clicking the gear icon in the toolbar.
Understanding the Status Labels
Every enrolled family has a health status that updates automatically based on their giving activity:
| Status |
What It Means |
| Active |
Giving on schedule. Their last donation was within the expected period. |
| At Risk |
Overdue for their next donation by more than the At Risk threshold. Worth a follow-up. |
| Inactive |
Significantly overdue. Passed the Inactive threshold without giving. |
| Not Yet Charged |
Enrolled, but no donation has been recorded yet. Often brand-new enrollments. |
| Ended |
The enrollment was formally ended. Kept in history but no longer active. |
Use the status pills at the top of the list to filter by any of these. Click All to see everyone.
Enrolling a Family
Direct Enrollment
Use this when you know the family and want to add them manually.
- Click the Enroll button in the page header.
- Start typing the family name. Matches appear as you type — click one to select it, or use the arrow keys and Enter.
- Fill in the pledge Amount, Period (Monthly, Quarterly, Yearly, etc.), and Start Date.
- Optionally, check Also create a recurring bill schedule if you want the system to generate the recurring bill at the same time. (This option is hidden if the family already has an active recurring bill.)
- Add an optional note, then click Save.
Enrolling from Candidates
Candidates are families who are already giving in your Chai Club subcategories but haven’t been formally enrolled. This is the fastest way to bring existing givers into the program.
- When candidates exist, a yellow banner appears at the top of the list showing the count. Click Review.
- The Candidates list shows each family with a suggested amount, period, and start date based on their recent giving.
- To enroll one family, click the green check on their row. To enroll several at once, check the boxes and click Enroll selected.
- If a family isn’t actually a recurring giver, click the red X to dismiss them. They won’t show up in Candidates again. You can restore them later from the family’s detail page if you change your mind (see below).
Working With the List
The main Chai Club list shows all enrollments. You can:
- Filter by status using the pills at the top.
- Search by family name.
- Sort any column by clicking its header.
- Open a family by clicking its name.
- Change the number of rows per page (10, 25, 50, or 100).
On wider screens the list also shows the Last Donation date and the L12M (Last 12 Months) total charged in your configured subcategories.
Row Actions
Click the three-dot menu at the end of any row for:
- Edit — change the amount, period, start date, or note.
- End — stop the enrollment (see below). Hidden if already ended.
- View History — a timeline of every change, end, and restart.
- Delete — permanently remove the enrollment. Use sparingly; End is usually the right choice.
Ending an Enrollment
When a family stops giving or asks to cancel, End their enrollment rather than deleting it. Ending preserves the full history so you can see that they were once a giver.
- End Date — when the enrollment ends.
- End Reason — choose from the list (requested, passed away, other, etc.).
- Note — any additional context.
Ended enrollments appear under the Ended status pill. You can view their history at any time.
Daily Email Summary
Chai Club activity is included in the daily notification email that goes to administrators. You’ll see a section showing current Active / At Risk / Inactive counts and any new candidates, so you can stay on top of the program without having to log in every day.
Good to Know
- Statuses recalculate automatically. You don’t need to refresh or mark anything — when a donation is recorded, the family’s status updates on its own.
- Only bills in your configured subcategories count toward Chai Club activity. If you update the subcategory list, the list and statuses refresh to match.
- A family can only have one active Chai Club enrollment at a time. If you need to change their amount or period, use Edit.
- Dismissed candidates stay dismissed — they won’t reappear in the Candidates list on their own. To bring one back, open the family’s detail page and use the Restore to Chai Club Candidates action. After that, they’ll show up in Candidates again the next time the list is refreshed.
- The program name you set in Settings is used everywhere — on the tab, on the dashboard, in emails, and in every modal heading — so your team sees your organization’s own language.