Manage the lifecycle

Pour :Administrateur

All lifecycle actions from the dropdown menu

A Fund is not binary (open / closed). It lives in five statuses and switches between them depending on your actions or automatically (goal reached). All transitions are reversible — no risk of data loss.

The five statuses at a glance

Status	Tab	The public page is…	Payments are…
In progress	In progress	Accessible	Accepted
Completed	Completed	Accessible	Accepted (overshoot possible)
Paused	Paused	Inaccessible (waiting message)	Refused
Canceled	Canceled	Inaccessible	Refused
Archived	Archived	Inaccessible	Refused

Actions available from the menu

On each row of the table, the dropdown menu offers the actions according to the current status:

• Modify — edit the content, the goal, the image, etc.
• Pause — temporarily suspend the collection
• Resume — relaunch a paused Fund
• Cancel — close the Fund (logical, reversible)
• Archive — store in the history
• Unarchive — take out of the history for reuse

Pause

The pause is useful when you want to temporarily stop payments without canceling the Fund or losing the contributions already received.

Typical use cases:

• During a holiday period when the community is absent
• While waiting for an internal decision ("we relaunch the collection after Passover")
• During technical work on the page (content update)

1. 1

   Pause

   Dropdown menu → Pause. The Fund immediately moves to the Paused tab. The public page displays a message "Collection temporarily suspended".

2. 2

   Reactivate

   Dropdown menu → Reactivate the Fund. The Fund moves back to In progress, the public page becomes functional again.

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Pause vs cancellation

Prefer Pause for a temporary interruption (days / weeks) and Cancellation for a definitive decision to close the collection before reaching the goal.

Cancel a fund

The cancellation signals that you have decided to close the collection (revised goal, abandoned project, merger with another Fund). It is:

• Logical: no data is deleted, the history remains consultable
• Reversible: you can reactivate a canceled Fund
• Blocking on the donor side: the public page is no longer accessible

1. 1

   Cancel

   Dropdown menu → Cancel. The Fund moves to Canceled. All payments already received remain counted on the destination Booklet.

2. 2

   (Optional) Reactivate

   On the Canceled tab, menu → Reactivate the Fund. The Fund returns to In progress.

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And the payments already received?

Canceling a Fund does not refund donors automatically. The payments already collected remain acquired. To refund a specific donation, use the refund function from the payment sheet.

Goal reached: automatic transition

When the collected amount ≥ goal, Unisoft automatically switches the Fund to the Completed tab. It is purely informative:

• The public page remains accessible
• Payments continue to be accepted (overshoot)
• The tax receipt continues to be issued automatically
• You see the gauge at 100% (or more) on the admin side

✓

Desirable overshoot

An overshoot is often a good sign: it indicates that the Fund generated more enthusiasm than expected. To close the collection, pause or archive it.

Difference with smart funds

A smart fund (smart: true) never moves to "Completed": its goal is recalculated each month according to the budget. It remains perpetually in In progress. See Smart fund.

Archive

The archiving is a historical storage: the Fund goes out of your daily view but remains consultable in the Archived tab.

Use cases:

• A long-finished collection (gala 2023)
• A canceled and definitively classified Fund
• Simply "cleaning" the list of in-progress Funds to keep only the essential

1. 1

   Archive

   Dropdown menu → Archive. The Fund leaves all other tabs and appears in Archived. The public page becomes inaccessible.

2. 2

   Unarchive

   On the Archived tab, menu → Unarchive. The Fund returns to In progress status (active and not paused) — it's the default status, regardless of the state it had before archiving.

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The pre-archiving state is not restored

Unarchiving does not put the Fund back in its exact state from before archiving. A Fund that was paused or canceled before being archived will return to In progress when unarchived. If you want to pause it or cancel it again, redo the action manually after unarchiving.

1. 1

   (optional) Go back to pause / cancel if needed

   Once the Fund is unarchived, you can pause it or cancel it like a normal Fund.

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When to archive?

Generally, archive a Fund more than 6 months after its effective closing. This gives time for the last pending payments to be processed and for donors to retrieve their tax receipts.

Transitions recap table

From ↓ \ To →	In progress	Completed	Paused	Canceled	Archived
In progress	—	Auto (goal reached)	Pause	Cancel	Archive
Completed	—	—	Pause	Cancel	Archive
Paused	Resume	—	—	Cancel	Archive
Canceled	Resume	—	—	—	Archive
Archived	Unarchive	(auto if remaining ≤ 0)	(redo after)	(redo after)	—

Unarchiving always puts the Fund back to In progress. To put it back to paused or canceled, redo the action manually after unarchiving.

Tax receipts and lifecycle

The behavior of tax receipts according to the status:

Status	Payment received	Tax receipt issued?
In progress	Yes	Yes (if Tax receipt enabled)
Completed	Yes (overshoot)	Yes (if enabled)
Paused	No	—
Canceled	No	—
Archived	No	—

The receipts already issued remain valid even after status change: no retroactive cancellation.

Modify a fund in progress

The Modify menu allows editing an active Fund. All fields remain accessible, including the destination Booklet and the attached association.

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Best practice: do not change the Booklet or the association after the first contributions

Technically, you can modify the destination Booklet or the association of a Fund that has already received contributions. But in practice, avoid it:

• Historical payments remain attached to their original Booklet/association (they are not redistributed)
• New payments will go to the new Booklet/association
• Result: the Fund finds itself split between two accounting contexts, which makes tracking and exports difficult to read

If you really need to change accounting destination, it is better to close the current Fund (cancel or archive) and create a new one with the right Booklet from the start.

You can on the other hand modify without special precaution:

• The name, the description, the image
• The predefined buttons (add/remove)
• The goal (up or down)
• The tax receipt enabled or disabled (impact only on future payments)

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Change the goal upwards

If you increase the goal of an already Completed Fund, it returns to In progress as soon as Collected < new Goal. It is legitimate to relaunch a collection that has performed well.

To remember

• 5 statuses, all transitions reversible, no data loss
• Goal reached = auto switch to Completed but payments still accepted
• Pause = clean temporary stop, public page with waiting message
• Cancellation = definitive decision (but reversible), no auto refund
• Archiving = historical storage 6+ months after closing
• Booklet and association remain technically modifiable, but to be avoided after the first contributions (historical payments not redistributed)