Payments & Billing

Range Warden tracks all payments associated with memberships, renewals, and guest fees. Payments can be recorded manually (cash, check, card) or processed electronically through Stripe.

Required module: Payments Required role: Manager or Admin

Navigate to Payments in the left sidebar.

Payment methods

Range Warden supports four payment methods:

Method	How it works
Cash	RSO or manager records a cash payment manually. Amount entered, no electronic processing.
Check	RSO or manager records check payment with an optional check number reference.
Card (Manual)	RSO processes a card payment on your existing POS terminal and records it in Range Warden.
Stripe	Guest or member pays via QR code at the kiosk. Payment is processed through Stripe and recorded automatically.

Note

Stripe is optional. Range Warden works fully with manual payment methods only. Stripe adds the convenience of QR code payments at the kiosk and online renewal links in emails.

Viewing payments

The Payments page shows a paginated list of all payment records. Each entry includes:

• Date — When the payment was recorded
• Member/Guest — Who paid
• Type — Membership new, membership renewal, party fee, or fee override
• Method — Cash, check, card, or Stripe
• Amount — Payment amount in USD
• Status — Completed, refunded, or voided

Filtering payments

Use the filters at the top of the page to narrow results:

• Payment type — Membership new, renewal, party fee, fee override
• Payment method — Cash, check, card, Stripe
• Status — Completed, refunded, voided

Recording a payment

Payments are typically created during these workflows:

During member enrollment

When creating a new member with a membership type that has a fee:

1. Create the member (see Membership Management).
2. Select the payment method.
3. The payment is recorded automatically.

During membership renewal

When renewing a member’s membership:

1. Open the member’s detail view and click Renew Membership.
2. The system calculates the renewal fee (membership fee + initiation fee if outside the grace period).
3. Select the payment method.
4. Click Confirm Renewal.
5. A payment record is created and linked to the member.

During check-in (guest fees)

When a guest checks in at the RSO portal or kiosk:

1. Select the range fee type.
2. Select the payment method.
3. The payment is recorded and linked to the party.

Stripe QR code payments

When Stripe is enabled and a visitor selects Pay Now at the kiosk:

1. Range Warden creates a Stripe Checkout Session with the correct amount.
2. A QR code is displayed on the kiosk screen.
3. The visitor scans the QR code with their phone.
4. The Stripe checkout page opens on their phone.
5. The visitor enters their card information and completes payment.
6. Range Warden receives a webhook notification and automatically records the payment.
7. The kiosk displays a success confirmation.

The QR code payment session expires after 10 minutes. If the visitor doesn’t complete payment in time, the session expires and can be retried.

Processing a refund

To refund a completed payment:

1. Navigate to Payments.
2. Find the payment you want to refund.
3. Click the payment to open its details.
4. Click Refund.
5. Enter a reason for the refund.
6. Confirm the refund.

What happens:

• If the original payment was made via Stripe, a real refund is issued to the cardholder’s card through Stripe.
• A new refund record is created with a negative amount, linked to the original payment.
• The original payment’s status changes to Refunded.

Caution

Refunds for Stripe payments are processed through Stripe and the funds are returned to the cardholder. This action cannot be reversed.

Voiding a payment

Voiding is different from refunding — it marks a payment as invalid without returning money.

1. Find the payment in the Payments list.
2. Click the payment to open its details.
3. Click Void.
4. Confirm.

When to use void vs. refund:

Situation	Use
Duplicate entry or accidental recording	Void — No money needs to move
Member overpaid or wants money back	Refund — Money is returned
Cash payment recorded incorrectly	Void — Correct the record
Stripe payment needs to be reversed	Refund — Stripe issues the return

Member payment history

Each member’s payment history is visible on their profile:

1. Navigate to Members and open the member’s detail view.
2. Scroll to the Renewal History section.
3. View past renewals with dates, fees, and payment methods.

Setting up Stripe

To enable QR code payments and online renewal links:

1. Create a Stripe account

Sign up at stripe.com and complete their onboarding process.

2. Get your API keys

In the Stripe dashboard, navigate to Developers → API Keys and copy your:

• Publishable key (pk_live_...)
• Secret key (sk_live_...)

3. Set up a webhook

In the Stripe dashboard, navigate to Developers → Webhooks:

1. Click Add endpoint.
2. Set the URL to https://yourdomain.com/api/webhooks/stripe.
3. Select these events:
   • checkout.session.completed
   • checkout.session.expired
   • charge.refunded
4. Click Add endpoint.
5. Copy the Signing secret (whsec_...).

4. Configure Range Warden

In Admin → Settings → Other Settings, enter:

Key	Value
Stripe Public Key	pk_live_...
Stripe Secret Key	sk_live_...
Stripe Webhook Secret	whsec_...

Click Save.

5. Test the integration

Use Stripe’s test mode and test card numbers to verify everything works before going live. Switch your API keys to test mode keys (pk_test_..., sk_test_...) and use test card number 4242 4242 4242 4242 with any future expiry date.

Range fee configuration

Range fees define the pricing options for walk-in guests and day visitors. They appear on the kiosk and in guest check-in forms.

To manage range fees, navigate to Admin → Billing → Range Fees.

Field	Description
Name	Label shown on the kiosk (e.g., “Adult Walk-In”)
Price	Fee amount in USD
Duration (minutes)	Session length — leave blank for all-day access
Description	Additional details shown during selection
Active	Inactive fees are hidden from the kiosk and check-in forms

Payment audit trail

All payment actions are recorded in the audit log:

• Payment creation — includes amount, method, type, and who recorded it
• Refunds — includes reason and who initiated it
• Voids — includes who voided the payment

View the audit log in Admin → Audit Log.