Scenarios
  1. You want to know what your customer statuses mean
  2. You want to know how to convert customer statuses

 

This Help Guide will help you to understand various terms within the Status column in the:

  • Customers section 
  • Money section 

Where to find the Customers section and related Status column?

1. Head to the Customers section within your instance (account)

2. Here you will find various tabs that can have one of the statuses described in the table below:

  • Active Accounts
  • New Accounts
  • Archived Accounts
  • Placeholder Accounts

Capture_2021-08-30_at_13.42.59.png

 

The Customer section and related Status column explained

The below table explains each Status and how to convert it.

Status

Definition

Explanation

How to convert

 

 

 

A Placeholder account is one created by the provider, which the parent does not have access to unless invited.

 

 

 

This status reflects that the customer has been added to the Enrolmy system by a staff member in your organisation. The customer has not yet created an Enrolmy account nor completed their enrolment forms or paid for invoices.

To convert placeholder accounts to new accounts, select the action cog > select resend invitation. An email link will be sent to get the customer started on Enrolmy.

 

A New account is one created by a parent within the last 21 days.

 

 

 

The “21 days” value can be personalised for each Enrolmy user by going to Settings → App Settings → New Account Tag.

 

Your organisation's staff can invite these NEW customers to book activities. See how to invite customers to book activities here. 

 

 

An Active account reflects that the customer has an Enrolmy account.

 

 

 

 

This is an account that a parent has access to and is actively using. It was created by the parent or may have previously been a Placeholder account that was created by the provider. Bookings aren’t considered here - an Active account may or may not have a current booking.

 

 

No further action is needed.

 

An account that has been archived from view by the provider.

 

 

 

It only hides the account from view; it does not disable access for a parent. An Archived account may become Active again automatically if the parent makes a new booking using that account.

 

If this is a duplicate account, please see our duplicate account help guide on how to manage these. 

 

Where to find the Money section and related Status column?

1. Head to the Money section within your instance (account)

2. Here you will find various tabs that can have one of the statuses described in the table below:

  • All
  • Draft
  • Awaiting payment
  • Paid
  • Overdue
  • Void
  • Prepayments

Capture_2021-08-30_at_14.21.55.png

 

Money section and related Status column explained

The below table explains each Status and how to convert it.

Status

Definition

Explanation

How to convert

 

A paid status reflects that the customer has made full payment against their invoice.

 

 

No further action is needed.

 

An Outstanding status reflects that the invoice has been “Approved”.

This also means that the customer has not yet paid.

Send an outstanding invoice reminder to the customer to encourage swift payment.

An outstanding status shows that the invoice is now past its “Invoice Due” date. 

You can set the invoice due date at the time you create your activities. Customers must pay their invoice before the “Invoice Due” date, or else it becomes Overdue.

Send an overdue invoice reminder to the customer to encourage swift payment.

Draft invoices are only visible to your staff members.

 

All invoices that are automatically created by Enrolmy begin as “Draft” invoices.  All “Draft” invoices need to be “Approved” before they are visible to customers. Staff can review and edit draft invoices before sending them to the customer to make payment.

 

Convert “Draft” invoices to “Outstanding” invoices by selecting the invoice and then “Approving” the invoice. If you “Approve and email” the invoice, Enrolmy will email the invoice to your customer with instructions to make payment.

 

A “Void” status reflects an invoice that has been voided/deleted by an admin in your organisation

 

No further action is needed.

N/A

An N/A status reflects that the customer has not had an invoice generated for them.

 

Not all activities need invoices generated OR some activities like Team Sports and Tournaments; need staff to generate invoices after the team has been confirmed.

 

Congratulations! Now you understand Enrolmy Status definitions for Customers and Money sections!

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