Accounts Overview
The Accounts area of accessplanit is a key part of your platform's infrastructure. Accounts are the containers that hold Users, since a User can't exist without an Account, it's important that they are organised properly. The Account Maintenance Page allows you to manage your Accounts' details, and make changes to associated information.
In this area, you can:
Create new Accounts, or delete or edit existing ones.
Enter details about each Account, including the Account name and Main Account Group.
Fill in further details about the Account, including its Employees, Opportunities, and Invoices.
Move Accounts between Account Groups, or merge Accounts.
Where to find the Accounts area
The Accounts area is available in the left-hand menu.
Setting up an Account
When it comes to setting up an Account, you'll need to fill in a few fields first. Here's an overview of them all:
Account Name
You can enter the name of the Account into this field.
Account ID
Here, you can enter in the ID the platform will use to recognise the Account. The platform will populate this field automatically if it's left empty.
External ID
This is an optional, editable field that is often imported into so that the Account can tie up or be cross-referenced with another platform.
Main Account Group
In this field, you can enter the Account Group that your Account falls under. To find out more about Account Groups, please click here.
Account Manager
This field can be used to select a User who manages this Account. They will then be able to view the details and employees of this Account, so long as they have been given Manager Access.
Email Address
This is where you can store the email address of the Account. If you have Workflows set up to send to Accounts, you'll need to ensure this field is filled in for them to send out.
URL
Here, you can enter the web address of the company's website.
Description
This field allows you to fill out further details about the Account.
Estimated Number of Employees
You can input the number of employees of the company here.
Status
This is the platform status of the Account. If you want Users within the Account to be able to log in and make bookings, this will need to be set to Enabled.
Currency Code
This is the currency the company operates in.
VAT Exempt
Ticking this box means that this company doesn't pay tax for bookings.
Please do have a look here for information on what this means for your account: https://accessplanit.atlassian.net/wiki/spaces/HG/pages/472416263/VAT+Options+within+accessplanit#Account-Level
Tax and VAT Registration Numbers
Here, you can input the company's VAT and Tax registration numbers.
EU VAT Profile
This field allows you to designate the VAT amount that the company pays based on its location within the EU.
Tags
You can add custom text tags of your choice in this section, or choose from existing tags. These can be used when reporting.
Other information stored against an Account
Contact
Within this tab, you can enter in the company's contact details, such as their address or phone number.
Other Addresses
Here, you can enter alternative addresses for the company, including a Billing Address and a Shipping Address.
Attributes
This page stores platform-specific information about the Account, such as the ID.
Employees
Here, you can manage the Employees of the Account who have this set as their Main Account.
Groups
From this tab, you can add and remove Account Groups associated with this Account.
Industries
This tab allows you to manage the Industries associated with the Account.
Bookings
In this tab, you can see any bookings that have been made under this Account.
Notes
Within this page, you can access and create Notes about this Account.
File Store
Here, you can manage files stored against this Account.
Communications and Opportunities
In these tabs, you can view and create Communications or Opportunities for this Account
Tasks and Meetings
Here, you can view and manage Tasks and Meetings for the Account.
Invoices, Credit Notes, and Vouchers
Within these tabs, you can access details regarding the Invoices, Credit Notes, and Vouchers that exist against this Account.
Workflow Instances and Workflow Errors
In these pages, you can view the Workflow Instances and Errors generated for this Account.
Audit Logs
The Audit Logs allow you to track any changes made to the Account.
Structure of Accounts
Within your accessplanit platform, there are specific rules that can't be broken.
A User can only exist if they belong to an Account, and an Account must belong to at least one Account Group.
New Users, Accounts, and Account Groups can be added or removed at any point to elaborate on the structure within your platform.
The Account Group structure is decided at the time of project implementation and typically isn't changed once it's in place. But, as your company expands it isn't unusual to change or add Account Groups.
It is best practice not to delete Account Groups as doing so can created 'orphaned' records which cannot be accessed by platform Users.
Guest Account
As standard, your accessplanit platform will contain a 'Guest Account'. Think of a Guest Account as a 'fake Account' - the reason it exists is because each and every User on the platform has to exist in an Account; they cannot exist in an Account Group directly. Any User who doesn't provide Account details ends up in the Guest Account. This is generally reserved for private bookers - that is, Users who will be paying for a course directly.
For Users who do enter an Account on registration, this Account will be created and placed in the Guest Account Group. An Administrator can then place the User into the corresponding Account on the platform. All booking Users who add an Account will therefore follow this process:
New User > New Account > Guest Account Group
If a new User wants to register a lot of Delegates onto a course but keep the booking private (in other words, they want the individuals to be billed directly), they would need to register each User one at a time. This is because anyone who books multiple Users at once becomes a Manager over these Users, and a Manager has permission to create and see everyone's details within the new Account they have created.
A Manager can never exist within the Guest Account, since they have the ability to book multiple Users and must therefore exist within the same Account as those Users.