Amilia SmartRec Glossary

Account

Also called the Client Account. It is a profile that contains one or more people in the same household. An account can have none, one, or many memberships.

The Smith family has an account that contains Sally, her husband, and their two kids. They share one family membership.

Account owner

The person 18 years or older responsible for managing the client account on behalf of themselves and other people on the account. Invoices and receipts are sent to their email address.

Sally Smith is the account owner. Her husband, Serge, and their children, Sadie and Sonny, are all people on the account.

Account people

The people linked to an account. Each person can have one or many memberships and can be registered for activities individually.

Serge, Sadie, and Sonny are all people on Sally's account. Sadie is registered for swim lessons and Sonny is registered for soccer.

Activated account

A client account that is connected to an Amilia account. This means your client has clicked the link in the activation email and linked their account to your organization.

Sally has activated her account so she can manage her information and transactions with the the Amilia Active Community Center independently via her Amilia account.

Activity

An individual offering within a program like a specific class, camp, or session that clients can register for.

"Youth Swim Lesson Level 1" is an activity under your Aquatics program.

Administrator / Admin

Anyone with access to the Amilia SmartRec back office. Admins can range from front desk employees to super users who manage platform settings and permissions.

A front desk employee, a program manager, and a super admin are all considered admins in the Amilia SmartRec back office —they just have different permissions.

Amilia account

The universal login used to access Amilia-powered organizations. One Amilia account can be linked to multiple client accounts across different organizations. Sometimes called the personal account.

Sally logs into her Amilia Account to access her purchases, wallet, and see a record of communications for organizations that she transacts with that use Amilia SmartRec.

Back office

The admin-facing side of SmartRec, used to manage operations such as registrations, billing, reporting, and client data. Clients do not see this area.

Nancy Morin is an Athletics Director at the Amilia Active Community Center. She is an administrator and configures programs and activities offered to her community via the back office.

Balance

The sum of debits and credits on a client account, ledger account, or gift card. A balance can represent an amount owing or owed.

Sally has a balance of $60 on her account.

Sally has a gift card with a balance of $25 left on it.

Client

An organization's customer. The client is the account owner who purchases items for themselves and their account members.

Sally Smith is a client at the Amilia Active Community Center.

Client Billing

The section in a client's account where you can view all transactions including invoices, payments, refunds, and credits.

Sally's Client billing shows the invoice for her daughter, Sadie's membership.

Credit

An amount deducted from a client's account balance. Unlike a discount or rebate, a credit is not tied to any specific item on an invoice. Do not confuse with discount or rebate.

Sally has a credit on her account for $50.

Discount

A price reduction applied at the time of invoicing for a specific item. Can be automated (applied at checkout or in recurring billing) or applied manually. Do not confuse with rebate or credit.

Sally used the SUMMER20 discount code to get 20% off swim lessons at the Amilia Active Community Center.

Drop-in

A registration type where clients choose specific days to participate rather than registering for the full session.

Sally registered Sadie for a single day of Summer Camp on July 10th. Next week, Sally can decide whether to register Sadie for another day.

Invoice

The bill for goods or services a client has agreed to purchase.

When a client registers for an activity, an invoice is sent to their email.

Member

A person who currently holds an active membership.

Sadie has an active youth membership, so she's a member.

Membership

An item that grants individual or group access to facilities, activities, and other services. It can be time-limited (single payment) or ongoing (with recurring payments).

Sally, Serge, Sadie, and Sonny all share a Monthly Family Membership.

Multipass

A digital punch card that gives your clients access to activity drop-ins, facilities, or private lessons. Each use deducts one pass from the balance.

A 10-session package of private lessons.

Occurrence

A specific event, often part of a scheduled series (such as a weekly activity or facility booking).

The swim lessons activity has multiple occurrences (for example, every Tuesday and Friday over 4 months).

Organization

An Amilia customer that uses SmartRec to manage its operations.

The Amilia Active Community Center is an organization.

Participant

A person registered for an activity or event. Same person, different hat: they're "people" on the account, but a "participant" once they sign up for something.

Sally becomes a participant when she registers for swim class.

PIN

A code that employees enter to identify themselves when using a shared account.

The PIN identifies each employee when they make a transaction at a shared workstation and is reflected in reports.

Front desk employees at the Amilia Active Community Center all share an Amilia account called frontdesk@example.com.

Each employee has their own PIN that they enter when processing a transaction in Amilia SmartRec.

Program

Programs group together activities that have common characteristics, like registration confirmation, cancellation policy, or theme.

An “Aquatics” program that groups all your swim lessons together.

Rebate

A partial return applied after an item has already been invoiced, used to correct an amount that was overcharged. Applied post-invoice. Do not confuse with discount (pre-invoice) or credit (not tied to an item).

Sally registered for a swim class but the pool was closed for two of the sessions due to maintenance.

The admin applies a rebate to her invoice to reduce the price by the value of the missed classes, as a goodwill gesture.

Record a refund

An action available to admins in a client's billing that allows you to return money to a client using an offline payment method.

Sadie got sick and had to withdraw from Summer Camp. An admin cancels her registration, which generates a credit memo on Sally's account. Since Sally originally paid by eCheck and wants the money back rather than keeping a credit, the admin goes to Operations > Record a refund, selects the credit memo, and records the refund via an offline payment method (such as cash or cheque).

Recurring billing

An automatic payment plan for ongoing memberships with no expiration date, where your saved payment method is charged on a regular schedule.

Sometimes called "drafts".

Sally purchases an ongoing gym membership on June 1st with no expiration date. At checkout, Sally saves her credit card. Every month on the 1st, Amilia SmartRec automatically invoices and charges Sally's card for the membership fee, with no action needed from the admin or Sally.

Split billing

A feature that allows multiple client accounts to each be invoiced for their respective portion of a single invoice item.

Martin and Shay are divorced and each have their own Account. They would like to split the billing for the summer camp activity their child was registered for.

Staff

A person scheduled to work activities, events, or sessions in Amilia SmartRec — like instructors, lifeguards, or coaches. Staff use the Amilia app to track their schedules and take attendance. They don't have access to the back office unless they're also set up as an admin.

A swim instructor scheduled for Tuesday morning classes is staff.

Session

A registration type for an activity where the client enrolls in the entire run of the activity, not just individual occurrences. A session activity can occur on a daily, weekly, or monthly basis over a set period of time. When clients register, they're enrolling in every occurrence within the session.

Sally registered Sadie for the Summer Camp session that runs every week day from June 21 - August 15.

Tags

Labels created in Account > Tags. Tags group items, label clients or staff, support back office searches, and enable tag discounts and scholarships for eligible participants.

Use a "veteran" tag to identify all clients who are veterans.

Tag discount

A discount tied to a specific tag. When the same tag is assigned to both a client account and an eligible item in the store, the discount is automatically applied at checkout. Do not confuse with a rebate or credit.

A "veteran" tag can be linked to a discount that applies automatically to all people with the veteran tag at checkout.

Workstation

Think of this like a digital cash drawer that your employees open at the start of a shift and close at the end of the day to track all transactions made during that time. When many employees share a workstation, each one can use a personal PIN to track who did what.

The front desk team shares one workstation; each employee enters their PIN before processing a transaction.

Wallet

A secure area where clients save their payment methods (credit cards, bank accounts, gift cards). Each user has their own Wallet. Wallets are not shared between account members.

Sally saved a credit card to her wallet and authorized an organization to use it for faster checkout.