This article provides a comprehensive guide on creating and managing personal and team accounts within your system. It covers the steps for adding new accounts, archiving and restoring accounts, and understanding account details, including billing and activity. For a complete overview, you can read the full article or watch the video.
Creating a personal account
On the main page, click "Accounts" and then click "Personal".
Click the "Actions" button.
Select "Add Account."
Fill in the account information.
Archie tip: Make sure to assign the desired group to this new user.
Once done, click "Add Personal Account & Continue."
You'll be redirected to the next step, "Billing Setup."
Continue filling in the required information.
In the "Billing Rules" space, you can add exceptions to the global billing configuration done in the "Configuring your billing" article.
When ready, click "Save & Finish."
Archie tip: You can also create an account by clicking the plus sign located in the upper left part of the main page, and then clicking "Create a new user".
Archiving personal accounts
On the main page, click "Accounts" and then click "Personal".
Locate the account that you want to archive, click the 3 dots button, and then click archive
To restore this account in the future, click the 'Archived' filter located at the top of the account header, then click 'Show.' Locate the archived account, click the three dots button, and select 'Activate.
Creating a team account
On the main page, click "Accounts" and then click "Teams".
Click the "Actions" button.
Select "Add Account."
Fill in the account information.
Archie tip: Make sure to add the manager information of this team.
Once done, click "Add Team Account & Continue."
You'll be redirected to the next step, "Add members."
If desired, you can start adding accounts previously created to this team, this step can be done later if needed.
Click "Save & Continue"
You'll be redirected to the next step, "Billing Setup."
Continue filling in the required information.
In the "Billing Rules" space, you can add exceptions to the global billing configuration done in the "Configuring your billing" article.
When ready, click "Save & Finish."
Archie tip: You can also create a team by clicking the plus sign located in the upper left part of the main page, and then clicking "Create a new team".
Archiving Team accounts
On the main page, click "Accounts" and then click "Teams".
Locate the Team account that you want to archive, click the 3 dots button, and then click Archive.
Select:
Archive only the team to archive only the team name, all personal accounts below this team will remain active
Archive the team and all members to archive the team name and all personal accounts below this team
To restore this account in the future, click the 'Archived' filter located at the top of the account header, then click 'Show.' Locate the archived account, click the three dots button, and select 'Activate.
Please note that only the Team account will be activated. Personal accounts need to be activated by following the process described in the steps above
Understanding client accounts
To review a specific account, on the main page, go to "Accounts" and then select "Personal."
Find the account you want to review, click the three dots next to the status and click "Open."
Archie tip: You can also find an account by going to the search bar in the upper left part of the main menu and typing the name of the account
Now, let's review the different tabs:
General Tab:
Contains basic user information.
Click "Credits" to view and add credits manually. To add credits manually:
Click "Add credits" button
Select the element that you want the credits assigned to
Set the amount of credits desired and the recurrency
Set the expiration date
Click confirm
Click "Email Activity," to view a list of all the emails shared by the system in the last 30 days
Archie tip: You can confirm the status of each email by referring to the status column, this will help you to identify if there was an error with the delivery.
Billing Tab:
Add exceptions for this user to the Global billing configuration set in Configuring your billing
Click "Change Billing Day" to set a specific billing day.
Use "Add Email" to set additional invoice recipients.
"Payment Methods" shows associated payment methods to the account.
Invoices Tab:
Create, view, and delete invoices and credit notes.
In here, you can select the "Invoice" or "Credit Note" tab to access each of them
When working with invoices you can:
Click "See Preview" to view an ongoing invoice if available
Click "Create from Scratch" to create an invoice associated to the user
Click the 3 dots next to an existent invoice line to:
View the invoice
Create a credit note for this specific invoice
See the invoice history
Open a PDF version of the invoice.
When working with credit notes you can:
Click "Create from Scratch" to create a credit note associated to the user
Click the 3 dots next to an existent credit note line to:
View the credit note
Modify the status of the credit note
See the credit note history
Make a payment
Bookings, Subscriptions, Purchases, Deposits, and Transactions Tabs:
Each tab displays user-related information for these items.
The navigation is similar to the tabs mentioned above.
Keep always in mind the 3 dots button to modify existent item lines
Activity Section:
This will be located always on the right.
You can review all activities performed by this account.
Use the dropdown box to choose a specific time range.
Bulk importing accounts with a CSV file
On the main page, click "Accounts" and then click "Personal".
Click the "Actions" button.
Click "Import accounts from CSV".
Download the file template by clicking the "CSV file" link.
Prepare your file with the accounts that you want to create, each line is a separate account
The necessary fields to create an account are: first name, last name, email.
To add an account to a Team, you must use the Team account name and Team account role fields. If this info is not added, the account will be created but won't be part of a team and you will need to set it up manually later.
Only one account can be set as "manager" for the "Team account role" field. all other accounts must be set as "member"
If the Team account already exists and has a manager already defined, you can set all accounts as "member".
Archie tip: You can refer to the fields description displayed under the "Prepare your file" section.
Once you have your file ready, click the box under the "Upload the CSV" section.
Click Confirm
In the next screen, to send invites to the users added, select the users that you want to send the email, and click Invite.
Click Close to finish the process.
Follow our next article to manage your bookings