Payment Methods

Payment methods define how your camp accepts money from families. You can set up credit cards, checks, cash, Zelle, Venmo, and other methods. Each one can be configured with a display name, processing fees, and visibility on parent-facing forms.

Adding a Payment Method

Payment methods are managed in the Accepted Payment Methods section of the Settings page.

1. Click Settings in the sidebar.
2. Scroll down to the Accepted Payment Methods section.
3. Click + Add Payment Method.

4. Choose a Type from the list:
   • Cardknox — Credit/debit card processing.
   • Cardknox ACH — Bank account (ACH) processing.
   • Cash — Cash payments recorded manually.
   • Check — Check payments recorded manually.
   • Credit — Internal credits (admin-only, not shown to parents).
   • Zelle/Quickpay — Zelle payments.
   • Venmo — Venmo payments.
   • Matbia — Matbia card processing.
5. Enter a Display Name — the name parents will see on forms (e.g., “Credit Card” or “Pay by Check”).
6. Click Save Settings.

Where Payment Methods Appear

Each payment method has checkboxes that control where parents can see it:

• Registration — The payment method appears on the registration form, so parents can pay during registration.
• Payment Links — The payment method appears on payment links you send to families.

Credit-type methods are always admin-only and never shown to parents.

Processing Fees

If you want to pass processing fees through to parents, you can configure a fee for each payment method. Click More options on the payment method card to expand the settings.

Enter a percentage and/or fixed amount:

• A 2.9% + $0.30 fee on a $100 payment would charge the parent $103.20, so your camp receives the full $100 after the processor takes its cut.
• Campflow shows a preview calculation (e.g., “$100 → $103.20”) so you can verify the math.

For details on how processing fees work, see Processing Fees.

Method-Specific Settings

Different payment types have different configuration options. Click More options on any payment method card to see them.

Check

• Make Check Payable To — The name shown to parents (e.g., your camp’s legal name).
• Mail Check To — The mailing address shown to parents.
• Require check image upload — Parents must upload a photo of the check.

Zelle / Quickpay

• Your Zelle Email/Phone — Your Zelle contact info, shown to parents so they know where to send payment.
• Require screenshot — Parents must upload a screenshot of their Zelle confirmation.
• Require confirmation # — Parents must enter their Zelle confirmation number.

Venmo

• Venmo Handle — Your Venmo username (e.g., @YourCamp).
• Venmo Email / Phone — Optional additional contact info.
• Require screenshot / transaction ID — Parents must provide proof of payment.

Cardknox / Cardknox ACH

These require credentials from your payment processor. Your Campflow team can help you set these up if needed.

Cash

• Contact Name / Phone — The person families should contact to arrange cash payments.

Additional Options

Every payment method also has these settings under More options:

• Default Status — The status assigned to payments made with this method. Options are Accepted (payment confirmed), Pending (waiting to clear), or Promised (family said they will pay).
• Note to Users — Optional instructions shown to parents when they select this method on a form.

Processing Methods vs. Manual Recording Methods

Not all payment methods work the same way in Campflow. There are two categories:

Methods that process charges automatically:

• Cardknox (Credit/Debit Card) — Campflow charges the parent’s card directly through your payment processor. The transaction is initiated and completed within Campflow.
• Cardknox ACH (Bank Transfer) — Campflow initiates a bank transfer from the parent’s account through your payment processor. The transaction is initiated and completed within Campflow.

Methods for recording payments received outside Campflow:

• Check, Cash, Zelle, Venmo, Wire, Matbia — These are labels for tracking purposes. Campflow does not process these payments. The parent pays you outside of Campflow (e.g., hands you a check, sends a Zelle transfer), and you then record that payment in Campflow so it’s reflected on their account.

The key difference: with Cardknox and Cardknox ACH, clicking “Charge” actually moves money. With the other methods, you’re logging a payment that already happened (or is expected to happen) outside the system.

Good to Know

• You can temporarily disable a payment method by unchecking its Active checkbox. This hides it everywhere without deleting it.
• Payment methods are shared across all seasons. You set them up once and they apply to every season.
• The Credit type is for internal use only — it is never shown to parents. Use it to record credits, adjustments, or write-offs.
• You can have multiple methods of the same type. For example, you might have two Cardknox entries if you process payments through more than one account.