A client account is where admins manage an account owner and everyone linked to their account (for example, family members). From this page, you can consult registrations, purchases, billing activity, documents, and account interactions, and update client information when needed, so admins can make quicker, more informed updates from a single place.

This article gives an overview of each subtab in a client account and what it’s used for. Some subtabs and actions (for example, payments, refunds, reconciliation, scholarships, or tags) have dedicated help articles that provide step-by-step instructions those links are included throughout the sections below to help you move from context to action without extra searching.

The Registrations subtab is a one-stop shop for admins to answer questions about the status of ongoing registrations and memberships for everyone within the account. This includes:

This section displays active memberships for all people on the account.

Active is defined as all memberships that are not expired. As a result, future-related statuses may appear to help admins understand what’s coming next.
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Names are listed in alphabetical order by first name. If a member doesn’t have an active membership, their name will still appear in the list with a – instead of a membership name.

Multi-person memberships are listed under each applicable person in the account to clearly show who is covered by the membership.

Possible statuses include:

Displays active multipasses for all people on the account.
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Active is defined as:

Possible statuses include:

Displays future activities only for people on the account. Activities are listed per person, based on their individual registrations.
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Shows upcoming session-based activities.
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For each session, you can see:

👉 Only sessions with at least one upcoming occurrence are displayed.
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Shows upcoming drop-in activities.
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For each drop-in, you can see:

👉 Past drop-ins are not displayed.

Displays sessions and drop-in activities where a person is waitlisted.

Rows disappear only when the activity ends (even if the person’s waitlist status changes), to keep context available for admins.

View and manage profiles within the client account. You can add/edit the information yourself, or wait for the client to login and fill out the necessary registration forms.
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Click on the applicable section you need to edit. Changes to the profile picture, first name, last name, and date of birth are reflected across all organizations. Other updates only apply to the client’s information in the organization you’re currently viewing, and information provided to another organization remains inaccessible.
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For any additional fields or extra questions, make sure to set the drop-down Forms menu (at the top) to All to view all form question responses.

If there are required questions that have not been filled out in the forms, you will be required to answer those questions before saving your changes.
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Depending on your configuration and permissions, an account member’s profile can include sections such as:

Tags help you label and organize client accounts (for example, internal categories or scholarship-related tags).
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If your organization uses tags, you can review the tags applied in the account and update them based on your permissions. To view a list of tags assigned to clients, you can consult the Client tag assignment report under Reports< Standard.

Scholarships let organizations award financial support that clients can use toward eligible purchases (such as activities, memberships, and merchandise).

Key points to know:

If you need a full overview of creating and managing scholarships, refer to the Scholarships article.

Profile picture: Admins and participants can update this picture. Participants can update at any time from the mobile app, at check-out, or from their personal account.

​Access picture: Only admins can update. It is printed on Amilia ID cards and appears when participants check-in with the Access Management feature.

Admins can consult logs to review account member–related activity and changes, such as name changes and username changes.

Client Billing is where you view and manage most financial activity for the account (invoices, payments, credits, refunds, statements, and reconciliation).

Here's what you can do in Client Billing:

Below is a list of tools and actions that admins can perform in the client's billing. We've provided a brief description of each one, as well as an article that explains the process.
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Use this when you need to complete a purchase for a client (for example, a phone reservation) and have it billed to their account.

Use this to manage saved payment methods used for billing workflows.

Use this to record payments and deposits in a client’s account.

Use this when a client provides a post-dated check and you need to record it and deposit it on the correct date.

Use this to reimburse a client (for example, after a cancellation or when issuing a refund).

Use reconciliation to match payments to invoices and keep the account balance accurate.

Use this when an activity registration needs to be replaced and billing impacts must be handled correctly.

Use this when you have to generate invoices or credits in bulk (for example, across multiple clients).

Use this to quickly locate a specific invoice when you have the invoice number.

In the Purchases subtab, you will find:

You can also:

Displays any upcoming payments such as instalments, recurring billing or checks to be deposited.

With the right permissions, you can manage upcoming payments directly from this tab. Depending on the type of upcoming payment, you may be able to:

This subtab appears in your client's file if your organization uses the Skills feature. Skills can be used for categorizing your clients, keeping note when a client has achieved a certain level and assigning specific categories for classes and competitions.

From this tab, admins can view, add, or remove skills per account member (based on permissions).
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This subtab appears if your organization offers a membership that generates a membership card.
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You can save the membership cards in this account to a document so they can be printed. To achieve this, use the Operations menu and select Save the membership cards for printing.

This subtab houses RL-24 tax receipts (Quebec clients only) or childcare payment statements that may have been issued to a participant within the account.

You can download available documents from this tab. This tab will only appear if there is a document that can be consulted.

Click here if you want to make a purchase for any of the account members on behalf of the account owner. This may be the case if the client makes a reservation over the phone.
​https://help.amilia.com/en/articles/3433934-make-a-purchase-on-behalf-of-a-client

When you select Add purchase, it opens a shopping session in Admin view, where you can:

Logs account interactions related to access management, including check-ins, checkouts, attendance tracking, along with dates, times, pass types, and participant names.