This article is about the Proxi admin app at app.proxi.co.
Once businesses start joining, three places keep you honest: the overview's totals and Needs You list, each package's own people tab, and the messaging filter that lets you reach exactly the businesses in a package.
The Overview
Sponsorships & Memberships opens on four totals: Joined This Year (with the money it brought in), Active, Awaiting Checkout, and Payment Due. Each counts businesses, not rows — a vendor who booked eight market dates is one vendor, though the money adds up all eight. Click a total to see the businesses behind it. If your levels use more than one currency, the money shows per currency ("$250 + CA$120").
Needs You lists what's waiting on you, most urgent first, with the fix on the row:
A payment that's due → Record Payment.
An invite unpaid for a week or more → Copy Link.
A draft package that's ready → Publish.
A package with no levels → Add a Level.
Below that, each package row shows how many are active, what they pay, and how many checkouts are waiting.
Who's In a Package
Open a package and its first tab — Sponsors, Members or Vendors — lists every business in it: search by listing, contact email or level, and filter by status. Columns: Listing, Package · Level, Amount, Method (Online or Offline), Status, Updated. All Sponsors & Members (linked from the overview) is the same list across every package, with a package filter added.
The statuses:
Active — paid, or recorded offline. The tag is on the listing.
Payment Due — a recurring payment didn't go through. The business keeps its tag while the payment is retried.
Awaiting Checkout — invited, not yet paid.
Cancelled — ended. The tag comes off; the row stays for your records.
Each row's ⋮ menu offers, depending on its status: Record Payment, Copy Link to This Level / Copy Link (Any Level) / Resend Invite (for a waiting checkout), Manage Benefits, View Listing, and Remove Checkout or Cancel Membership (or Sponsorship, or Vendor Booking).
Recording a Payment Made Outside Proxi
Record Payment works on any row that isn't paid online and up to date:
A waiting checkout — they paid by check instead. Enter the amount, an optional Paid Through date and a note; their checkout link is closed and the row turns Active.
Payment Due on an online membership — they paid the overdue amount another way. Proxi marks the overdue invoice as paid outside Proxi; the row turns Active and keeps renewing online.
An offline membership — record this year's renewal with a new Paid Through date.
If the checkout covered several levels at once (a vendor's market dates), recording it once covers all of them — the dialog names them. Each recorded payment adds a dated line to the row's notes, so the history is there next year.
Cancelling
Cancelling a recurring level stops future charges and takes the tag off the listing; the row stays as history. When several levels were paid together on one monthly or yearly subscription, cancelling one cancels the others too — the confirmation names them. One-time bookings aren't linked that way, so a vendor can drop one market date and keep the rest.
Delivering Benefits
Manage Benefits opens a sheet listing every benefit that level promised, copied onto this business the day it joined — so editing the level later doesn't rewrite promises already made. Each benefit has a status: Pending, Fulfilled or Not Applicable, a notes box, and Add Link for proof — the social post, the page with their logo. The sheet header counts fulfilled against total, which is exactly what you want in hand when a sponsor asks what they got.
Where Else It Shows
Tags. An Active row adds a tag to the listing named "Package: Level". Filter the Listings page by it, use it in a directory's filters, or show it as a sponsor badge in the directory's design settings.
The Listings page has a Package filter of its own, so "everyone in Downtown Business Membership" is one click.
The listing's page shows its current rows under Current with the status and, for recurring levels, the renewal date — plus a Record Payment button where one applies.
Events. When you create an event, the sponsors tab offers your Sponsorship packages under Credit Sponsors From Packages, so the businesses in "Festival Sponsors" are credited on the event page without retyping them. Membership and Vendor Fees packages aren't offered there.
The business portal. On its listing's page the business sees Your Memberships (or Sponsorships, or both), each with the level, status and "Renews" date, and a button to join anything else it could.
Message Your Sponsors, Members and Vendors
There's no separate mailing list to maintain. Open Audiences, pick your Listing Contacts audience, start a message, and set Narrow To to a package — "Members in Downtown Business Membership", "Sponsors in Festival Sponsors", "Vendors in Saturday Market" — or to one level of it, like "Saturday Market: Sat, Oct 4" to reach only the vendors booked that day. The recipient count updates as you switch. The filter is applied when the message actually sends, so a business that joins after you schedule a renewal reminder still gets it. Shortcut: filter the Listings page by a package and click Message Contacts; the composer opens already narrowed.
Only Active and Payment Due rows count as "in" a package. Cancelled and Awaiting Checkout rows are left out.
Good to Know
Recurring levels renew on their own through your payment account. The renewal date on each row is the one to watch.
A business can hold one level per package unless the package allows several. To move someone from Silver to Gold, cancel the Silver row and invite them to Gold.
Related articles: Invite a Business to Sponsor, Join or Book · Sending Messages · Messaging by Audience Type · In the Portal: What Your Businesses Can See and Update