Your personal account contains everything you need to keep track of your purchases and scheduled activities, manage your personal information and account members, and control the email communications you receive.
In this article, you will learn about:
1.1. Quick access
1.2. My calendar
1.3. Postdated payments
1. The Home Tab
The Home tab is your personal account's main landing page. After signing in successfully, you have a general overview of the organizations where you made purchases, a calendar with all scheduled activities, as well as a list of upcoming events.
1.1. Quick access
After visiting a SmartRec store for the first time, it's added to your quick access.
🎫 Click to view your Multipass usage (if any) in the Billing tab.
🛒 Click to go to the organization's online store.
⚠️ Click to view (and pay) a balance in the Billing tab.
✉️ Click to read emails from the organization in the Communications tab.
⚙️ Manage this organization's back-office if you're an admin.
1.2. My calendar
After you've registered at an organization, the calendar shows their closed days (pink), all your scheduled activity occurrences (blue), and other events (purple) you and other account members are registered to. On the left, up to 5 upcoming events are featured.
Can I click on the calendar?
Click on an activity (blue) or an online booking (purple) to go to the registration page in the online store to get more info about the event, or to register someone else.
❗ Purple placeholders are used for all kinds of facility bookings. However, if it isn't an online facility booking, there's no registration page to go to. Likewise, nothing happens when you click on a (pink) closed day.
1.3. Post-dated Payments
You can look at the status of all your post-dated payments (with any organization). Filter for planned, processing, accepted or refused post-dated payments.
To manage or make changes to post-dated payments, click the Wallet tab.
2. Manage your Account Members
The Members section of your account allows you to add or remove account members, edit personal information and make sure that all required form information is completed for each registered participant. You can also update contact information and confirm primary and secondary legal guardians when applicable.
2.1. Add or remove an account member
An account member is a child or adult family member that is added to your personal account for the purpose of registering to an activity or purchasing items from an organization's online store. It's ideal they reside at the same address.
Add an account member by clicking +Add a person next to your name.
Complete the fields and click Ok.
To remove an account member, select their profile from the Person list.
Click Delete to deactivate the member.
If a member has purchases, you can only archive the account. Their name will no longer appear for selection when purchasing in an online store.
To unarchive, select their name in the Members tab and click Unarchive.
👉 If you have duplicate records of the same account member and are unable to delete them, please contact us at support@amilia.com and we'll be glad to help!
2.2. Edit a member's information
In the Members tab, select the member you wish to edit information for.
Click the Edit button next to the section you wish to modify.
Children do not have an Address section. It is the same address as the account owner.
You can also update information during checkout in an organization's online store.
2.3. Edit member information for an organization
Each organization has its own registration form, which means you can be providing different information for each one. For example, the need for a child's contact information may vary from one organization to the next.
In the Members tab, select the member's name and scroll to the bottom.
The 'Forms by organization' section lists the organizations for which a registration form has been completed for a member.
Click the blue triangle icon to view each section and Edit if you need to modify.
Save your changes.
2.4. The importance of Contacts
Most organizations will require that you provide contact information for child members. This is important in the case of an emergency, for security and in some cases, for RL-24 tax receipts.
The number of contacts you need to provide varies between organizations.
To remove a contact, click the X icon. If required, you can Add a contact.
The RL-24 field is available for organizations based in Quebec that offer daycare services. If your child is eligible for this tax credit, you must determine the % to be remitted to each legal guardian (if applicable). Click here for more details.
Save your changes.
3. Manage Email Communications
The Communications section shows an overview of all emails sent to you from Amilia and other organizations, as well as allowing you to choose which emails you want to receive. You should always accept emails from: notifications@amilia.com, as these are sent through Amilia by an organization. If you unsubscribe, you will no longer receive messages sent through the platform and may miss important information.
3.1. Choosing which emails/invites you receive
In the Communications tab, under the Email subscriptions column, you can select which organizations you receive communications from by checking the box to the left of their name.
Under the Invite subscriptions column, select which organization(s) (you have purchased from) you would like to receive calendar invites from.
3.2. How to view emails sent from an organization
All communications sent to you from organizations you have purchased from are visible in the Communications tab. Under the Emails column, you can apply a filter to view emails from a specific organization.
3.3 What's the order of recipients for email notifications for participants in activities?
Here's how SmartRec prioritizes who to send email notifications to for participants in an activity:
The email notifications will be sent to the participant's primary legal guardian.
If no primary legal guardian is identified, the email notifications will be sent to the Account Owner's communications email address.
If neither a primary legal guardian nor a communications email address for the Account Owner is provided, the email notifications will be sent to the email address used by the Account Owner to log in to their Amilia Account (username).
3.4. Why am I not receiving emails?
Before contacting an organization, check the following to ensure emails from Amilia and other organizations are being sent:
Make sure a check mark is applied to the organization(s) under the Email subscriptions column.
Check your Spam folder in your email inbox.
If the emails are going to your Spam folder, we suggest adding the organization's email and Amilia's email (notifications@amilia.com) to your contact list.
4. Frequently Asked Questions
Can I remove an organization from quick access?
Once you visit an organization's SmartRec store, a quick access card is created in the Home tab so you can quickly revisit it in the future. You can delete a card if:
There's no expected balance at the organization.
There's no items in the cart for that store.
There's no new email communications from them.
You have no unused Multipasses at the organization.
The organization isn't a federation.
When these criteria are met, an X icon allows you to delete the card.
How do I pay an outstanding balance?
If an organization lets clients pay their balance online, you can 'Make a payment' in the Billing tab. Learn more here.
If the 'Make payment' button isn't there, call the organization to arrange payment.
Why is the same activity listed more than once on a given day?
An event occurrence shows up in the calendar for every account member that is registered to it. Below, an activity is listed twice on the same day, meaning there are two members in the account registered to the same activity.
This also happens if a member is registered to an activity, while another member is part of the actual staff attending the event.
Why can I click on some purple events but not others?
Purple placeholders are used for online (and overnight) facility bookings, private lessons, rental contracts and other facility bookings made over the phone.
When you click an online facility booking in the calendar, you'll jump to its registration page in the organization's online store. This is the only type of facility event where this occurs. Nothing happens if you click a purple event that isn't an online facility booking.
Can I cancel an activity from my calendar?
No. However, some organizations allow clients to cancel an activity using the Amilia mobile app. Otherwise, you can contact the organization directly.
How do I make changes to a postdated payment?
You can't edit a post-dated payment from the Home tab. Instead, click the Wallet tab and then the Upcoming payments subtab. An edit button is available to the right of each planned payment.
You can only change the payment method linked to a post-dated payment and/or update existing credit card or bank account details. If you need to change the date of payment, contact the organization. Learn more about the Wallet here.
How do I change the email address I use to log in?
The email address you use to log into your Amilia personal account is also known as your 'username'. If you wish to change the email address that is used to log in to your personal account, go to the Settings tab in your personal account and click 'Change username'.
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