Before you start
Each client has one unified account that’s shared across every Child (branch) connected to the Parent (your ASO). If a client visited or made a purchase at another branch, you can find their account using Network Search — even if it’s their first time visiting your branch.
1. How to find a client with Network Search
🔍 Use Network Search when...
You need to consult a client's account for any reason
(create new account, update client info, purchase-related, childcare, etc.)
Anytime you search for a client, particularly if you’re about to create a new account or a client seems unfamiliar, search the Network first to see if they’ve been to another branch. This reduces creating duplicate accounts.
1. Click the Clients tab, followed by the Network subtab.
2. Click and type in a search field, or combine search fields to locate matching client accounts.
Amilia ID (ex: P3368003) and Date of Birth must match exactly what you type in.
Name doesn't need an exact match. If you type Jon Smi, John Smth, J.Smith, or even Smith John, it can find the account.
Phone and Email don’t need an exact match but will return results only when the first characters are correct.
Ex: If you type John in the email field, you will get johnsmith@gmail.com, or john.smht@hotmail.com, but not smithjohn@gmail.com
If you type 13, all phone numbers starting with 13 will appear. It can help narrow the search.
3. Click Search and view the results.
👇 See the next section below for steps to take based on search results 👇
2. Steps to view, import or create a new account
Based on the search results in the Clients > Network subtab, you can view account or create new account. Refer to the right section for steps on how to proceed. Remember, admins need the right permissions to perform certain actions.
2.1 How to view an account
1. Go to the Clients > Network subtab to use the Search.
2. To view a search result, click View account.
Results include client records from your Clients tab, and the Clients tab across other branches.
When you view the account from another branch, it's automatically updated into your Clients tab.
3. When you View account, this opens the client’s account in the Clients tab in your branch. You’ll land on the Account Members subtab within the client account.
4. Once in the client account, you can perform tasks based on your permission level:
Add a purchase if you want to buy something in the store on the client's behalf.
The Account Members subtab is where you can view the profile of each member in the account and update personal information
Review the Client Billing subtab, or click the Purchases subtab to view a list of purchases per account member.
It’s possible to see a client’s purchases made in another branch. To do this, navigate to the Client Billing subtab and use the dropdown. You will be able to navigate to branches where you have admin permission to do so. This is only visible if you have permission.
Review any Upcoming payments (planned recurring payments, postdated checks, etc.).
2.2 How to create a new account
1. Go to the Clients > Network subtab to use the Search.
2. Look to ensure there are matching results.
3. If there's no matching result, click New account.
4. Enter an email address for the new account.
If there's no email address, click Skip email. Without an email, the client can’t log in or make online purchases from their Amilia account.
5. If the email address is already linked to another account, you may see:
A client record with this email address already exists in your Clients tab.
OR
A client record exists outside of your HQ and any branches. You can invite this account to connect with your branch and get added to your Clients tab.
6. If the email address isn't linked to any other account, enter their details, and then Create account.
If the First or Last name matches an existing record in the Clients tab of your branch, a pop-up will show whether there are potential duplicates. Click to View potential duplicates.
In your browser, a new tab will open on the People subtab with potential duplicates. Review the list to make sure it's not the same person. If it’s not the same person, close the People subtab and return to your original tab where the account creation is taking place.
7. After ensuring there are no duplicates, click Ignore and create account.
8. If you include an email when creating the account, the client will automatically receive an account activation request at that email address. See our FAQ for more info on account activation.
3. FAQs
1. What admin permissions are needed to use Network Search?
Admin permissions are required to use Network Search. Some permissions are optional, based on the tasks you need to perform.
Permissions related to Network Search
What you can do | Permission name |
Search for a client in Network Search and in the Clients tab | View clients account (required) |
Create a new account | Manage client accounts (optional) |
Check-in visitors with | View and scan entries |
Permissions related to managing client accounts
What you can do | Permission name |
Edit client info in the Account Members subtab of the client's account | Modify client accounts |
View a client's billing page and their transactions | Client billing |
Add a purchase to a client's account | Invoicing |
Add an invoice or credit memo |
Manual invoicing and crediting |
2. What is an account activation request and when is it sent?
Once a client activates their account, they can log into Amilia, register or buy items from any SmartRec store, and manage their household information and purchases within their Amilia account.
Key things to know
When you create a new client and include their email address, Amilia automatically sends them an activation request.
If you don't include an email in the account, no activation request is sent.
The client only needs to activate their account once — even if multiple activation requests are sent by different branches.
If a client never activates, their data still stays consistent across every branch they visit.
To resend an activation request
If a client didn’t receive or deleted their activation email:
Go to the Clients tab and open the client’s account.
Click the Account Members subtab.
Click Send Activation Request and confirm.
To add or correct a client’s email before sending
Go to the Clients tab and open the client’s account.
Click the Account Members subtab.
In the Forms drop-down, choose Default Adult Form (or another form that includes the email field).
Update the Communication email address under Personal Info.
Scroll down and click Save.
3. How do I search for a corporate account?
You can search for corporate accounts with Network search.
The Amilia ID starts with an L (ex: L2100001)
You can also search with the Name, Phone, or Email field. N
You can't use the Date of birth.
Corporate accounts can only be viewed if you have permission within the branch they were created. They won’t be added to the Clients tab of your branch.
You may only create a Corporate account in the Clients > Account subtab, by clicking Operations and then + Add new corporate account.
❗ Do not create a corporate account unless
you are authorized to do so and are aware of the process.
4. Do I need to use Network Search with Access Management?
The Access Management feature allows admins to check-in clients manually or with a scanner.
Network Search is built into Access Management, meaning if an admin uses the Visitor check-in field, it will automatically return any clients across all child organizations (branches) that are connected to the parent (ASO) based on their Name, Amilia ID, Phone number or Membership Number.
5. What data syncs automatically across all branches?
Certain data updates sync automatically across all branches:
Personal info (name, email, address, phone, photo)
Access picture
Account owner
Join date
Address verification
Wallet authorization
* Last updated in October 2025