A participant's information can be found in their client account, which is comprised of an adult account owner (18 yrs+) and (if applicable) their account members (other participants who belong to the account owner's family).

An account owner manages their own information and that of their account members by logging into their personal Amilia account.

Admins can view and edit client account information (pertinent to their organization) in the Clients tab. 


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How it Works

1. Create a New Client Account
    - Edit a Client Account

2. What to Expect in a Client's Account
    - Account Members
    - Client Billing
    - Purchases
    - Skills (optional)
    - Membership Cards (optional)
    - Documents
    - Add Purchase



1. Create a New Client Account

Via the Clients>Accounts subtab:

  • Click Operations> + Add new account

  • Enter the account owner's information. All invoices, account statements and communications will be addressed to the account owner, who must be an adult.

  • Enter the account owner's email address. SmartRec checks the following:
    - Is this email address  valid?
    - Does this user's email address already exist in your client list?
    - Does this user's information match an existing client in SmartRec's database? 

  • If you do not enter an email address, you can still create the client account. However, your client will be unable to login and access the client account you've created for them. Your organization will be wholly responsible for managing and updating the account. 

  • Click Save. 

👉 When an admin includes an email while creating an account for their client, an activation request is automatically sent to the client, who must then validate the account in order to choose a password, log in, and start registering online.  Click here to learn more about sending activation requests to your clients.  



Edit a Client Account

If the account owner has a valid username, they can login to their personal account and make changes to their information. 

Admins may also make changes to a client's account in the Clients tab. However, this only affects the client's information for that particular organization. Any information a client provides for another organization remains inaccessible other organizations.

  • Within the account, click on the Account Members subtab and click on the name of the desired participant. 

  • Click on the applicable section you need to edit. For example, if you need to edit an email address used for communications, open the Personal Info section and edit the appropriate email field. 

  • If you don't see the field you are looking for, set the drop down Forms menu (at the top) to All. 

  • If there are required questions that have not been filled out in the forms, you will be required to answer those questions prior to saving your changes. 

  • You can't edit an account owner's username email (the email they use to login to their account). Only a client can change their own username by logging into their user account and making the change via the Settings tab. 

  • Don't forget to Save!



2. What to Expect in a Client's Account

Upon creating a new account or clicking on an existing one, admins have access to the following subtabs within the client's account:


Account Members

  • View and manage any member's profile 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 when making a purchase in your online store. 

  • Click + Add a person to add additional members (of any age) to the account. The account owner is responsible for this person. Don't forget to Save!


Client Billing

  • Invoices and payments made for any member within the account is displayed here. Click on the + icon to the right of any invoice, payment and/or credit memo to view more details and perform certain functions. 

  • View whether a client has a balance or credit in their account. 

  • Manage their billing account and generate statements by clicking Operations


Purchases

  • Displays the name of each account member and lists the purchases made for each one. 

  • Displays purchased Merchandise, Family Multipasses, Facility Bookings and/or Family memberships further down the page. 

  • Displays cancellations per account member at the bottom of the page. 


Skills (Optional)

  • This subtab appears in your client's file if your organization uses the Skills feature. Skills can be added, reassigned or removed per account member. 


Membership Cards (Optional)

  • This subtab appears if your organization offers a membership that generates a membership card


Documents

  • This subtab houses RL-24 tax receipts that may have been issued to a participant within the account.  This is only available for certain types of organizations in Quebec. 


Add Purchase



You might also be interested in:

Activate a Client Account

How to Change the Account Owner

Delete or Archive Clients

Make a Purchase on Behalf of a Client

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