Once you go to the account list you can select the specific customer which will take you to the Account Information screen. Here is where you will find all of the pertinent information and tools needed to manage an individual customer's account. Here you can view contact or student info, enter charges or payments, change payment plans, or send emails to the parents.
Account Details:
The account details allow you to view or edit the main contact information for the account holder. In most situations, the account info is going to be the same for parent 1 so the program will automatically copy it to the parent one fields.
To Make Changes:
Simply click into the desired field to make any changes needed.
Check the box if you would like the changes to be copied to Parent 1 or to the Students.
Click Save Changes.
Note: To Edit Parent 1 or 2 email addresses click on the Contacts section of the information page.
Student Information:
The student information section providers you with a summary of the students on the account, their status, individual, and total tuition amounts. To view a student's full information page simply click on the arrow to the far right of the student name.
Add Student - To add an additional student to the account click on the Add Student button at the top of the Student section.
Edit Student - Click on the arrow to the far right of the student name and will allow you to do a quick edit of the student's basic information. Items such as name, address, age, etc...
Delete Student - Click on the arrow to the far right of the student and select delete if you would like to permanently remove the student from the account.
Contact Information:
The Contacts section of the account information page allows you to quickly view phone numbers and email addresses of parents and emergency contacts for the students.
To Make Changes to Contacts:
Once on the Account Info page click to view Contacts.
Click on desired field to make any necessary changes.
Click Save changes to finish.
Credit Card Information:
The Credit Card section of the account page is where you can quickly view and update credit card information.
Options:
Enter New Card - Use this link to add a new card to an account or replace the existing one.
Edit Recurring Billing - This option allows you to add or remove a card from recurring billing and change the billing group* the card is assigned to.
Request new card - Selecting this box will require the parent to save a new credit card to their file the next time they log into their parent account.
*Billing Groups give you the ability to offer your parents different days on which their cards will be processed for recurring billing. However, the card does not have to be run on that specific day. For example, if you put customers in billing group 15 and the 15th fell on a Sunday you can run the cards on Monday the 16th with no trouble.
Groups:
Groups provide you with an easy way to add an account to a specific group, or groups, for the purposes of communication or reporting. For example, if you have a group of parents who are volunteering for an event and you'd like to easily be able to email them. You add them to a group and email the group.
To Add a Group:
Once on the account page click to view the Groups sections.
Click the Add Groups button.
Use the drop-down menu to select the group.
If the group does not exist choose Add New from the menu.
Enter the code and description for your new groups.
Click Add Group.
You may also delete or change a group that is assigned to an account by using the arrow to the far right of the group name and selecting remove.
Account notes:
The account notes section of the account info screen allows you to add important notes about the account. If desired, these notes can be made visible to your customers when they log into their parent accounts.
To Add a Note:
Once on the account page click to view the Notes sections.
Click the Add Note button.
Enter your notes.
Check the dropdown to make visible to customers if desired.
Click Add note.
You may also edit or delete a note using the options box located to the right of each note. The details info below the note will show you who entered or last edited a note and the date and time it was done.
Discounts:
The discounts section of the account allows you to view any discounts that have been assigned to the account. You may also use this feature to add discounts or remove discounts. When a discount is assigned at the account level is applied to all students on the account. If you wish to apply a discount to a specific student go to their student info page and assign the discount only to them.
To Add a Discount:
Once on the account page click to view the Discounts sections.
Click the Add Discount button.
Use the drop-down menu to choose the discount.
If the desired discount does not exist choose Add Discount.
Enter the new discount information and amounts.
Click Add and Assign to Account.
Use the arrow located to the right of the discount to remove it from the account.
Statements:
The statement section of the Account Information page allows you to email or print a statement to your customer.
To send a statement:
Click on the Account page to view Statements section.
Make all of the necessary selections via pulldowns (i.e. deliver by; type,format etc).
Click the send statement button.
Note: To change the verbiage in the email section of the statement go to the menu on the left of the screen, select email, then notes. You can then update your verbiage.
Confirmations:
To send a confirmation:
Click on the Account Info page to view the Confirmation section.
Make the necessary selections via the pulldowns (i.e. deliver by, type, to, etc)
Click the send confirmation button.
Note: Any verbiage in the notes section of the account confirmation or the statement section can be edited/updated by going to the menu on the left and selecting report notes. You can update your verbiage and click the save button at the bottom of the screen.
Policy Agreements:
The New agreement requested button will send a request for a new signature to the parent once they log into their parent portal account. The Add manual agreement button will allow you to log a paper policies agreement in the system so you will have an record of the date and who it was signed by.