SmartRec's account creation process ensures accurate client details by verifying the account owner's email and first & last name to prevent duplicates. Admins can efficiently manage client accounts, including statements, personal information and client billing, using various subtabs.
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How it Works
- Actions
- Client Billing
- Purchases
- Skills (optional)
- Membership Cards (optional)
- Documents
- Add Purchase
1. Create a New Client Account
In order to create an account, the account owner must be 18 years or older. Participant information in a client account includes the account owner and (if applicable) other account members. Account owners can oversee their and their members' information by logging into their Amilia account, while admins can view and edit client account information in the Clients tab.
Via the Clients>Accounts subtab:
Click Operations> + Add new account.
Enter the account owner's email address.
To avoid the creation of duplicate accounts, SmartRec verifies the following:
1. Email Verification
2. First & Last name verification
✔️ Email Verification
The first step in the account creation process is to enter the e-mail address that will be set as the username of this new account. The username is the e-mail that the account owner will use to log in to their account.
Verification steps
Verification steps
✅Is this email address valid?
✅Does this user's email address already exist in your client list? If it does, you will be notified and provided with a link to the existing account.
✅ Does this user's information match an existing client in the SmartRec database?
If it does, you will be notified and provided with an option to invite them to your organizations' client list. The account owner will immediately appear in your client list. An email will be sent to the account owner to seek consent before sharing the remaining account information, including other members, address, and contacts.
✔️ First & Last name verification
Once the e-mail verification is done, there will be a second verification step while you enter the account owner's First & Last name.
Verification steps
Verification steps
✅ Do the first and last name match an existing client in your client list? If they do, the system will notify you and give you the option to view the potential duplicate account or ignore and create an account anyway.
👉 DOB & Phone number are optional. They can be added afterwards by both an admin and the client. If you do not enter a DOB during account creation, SmartRec will assume that the account owner is an adult, over 18 years old.
👉 If you do not enter an email address at step 1, you can still create the client account. However, your client will be unable to log in and access the client account you've created for them. Your organization will be wholly responsible for managing and updating the account. This can also lead to future duplicates of this account.
👉 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.
2. Client account management
Once the verification is complete and the account information has been entered, the account is created for the account owner. All invoices, account statements and communications will be addressed to the account owner.
Admins may also make changes to a client's account in the Clients tab. Changes to the profile picture, first name, last name & date of birth will be reflected across all organizations.
Any other changes, only affects the client's information for that particular organization. Any information a client provides to another organization remains inaccessible to other organizations.
👪 Admins have access to the following subtabs in the client's account:
Account members
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 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.
For any additional fields or extra questions, make sure to set the drop-down Forms menu (at the top) to All in order 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 prior to saving your changes.
Actions
Actions
Select 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!
Select Change account owner to change the account owner of the account. There must be a minimum of two adults on the account (the account owner cannot be a contact).
Select View username to view the username of the account. You can't edit a username email (the email they use to log in 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.
Client Billing
Client Billing
Invoices and payments made for any member within the account are 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
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.
Upcoming payments
Upcoming payments
Displays any upcoming payments such as instalments, recurring billing or checks to be deposited.
Skills (Optional)
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)
Membership cards (Optional)
This subtab appears if your organization offers a membership that generates a membership card.
Documents
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
Add purchase
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.
Account activity
Account activity
Logs account interactions related to access management, including check-ins, checkouts, attendance tracking, along with dates, times, pass types, and participant names.