Accounts Overview

Learn about Accounts

1 About Accounts
2 Benefits
3 Key Terms and Glossary
4 Where to find Accounts
5 Account Management
6 Importing Accounts
7 FAQ’s
8 Supported Reading

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About Accounts

Accounts are groups of Users, each User in your platform will belong to at least one Account, this is typically their employer.

Accounts typically represent companies/organisations; but they are also used to represent teams, charities, or another way of grouping your Users.

Storing Account information in your accessplanit platform means that you have a centralised, real-time list of contact and activity information that your administration team can all access and maintain!

Benefits

Here are the benefits of using Accounts

Centralised List of Accounts	All company information is stored in one place, making it easy to manage and access contact details and user activity.
Configurable and Customisable	To support your ways of working, Custom Fields can be created to ensure you are storing all useful and relevant information needed about your Customers, and Configure Forms can be used by Super Admins to define what information is mandatory for your Accounts.
Tracked Account Activity	From the Accounts area you can quickly access the Communications, Bookings, Notes, Invoices and Employee list, this means that you can get an overview and track the latest activity for an Account all from one place!
Consistent Communication	With up-to-date contact information stored against your customer Accounts, you can ensure consistent and accurate communication with your customers.

Key Terms and Glossary

Accounts	The are two types of Accounts in your platform: 👩‍🏫 Training Provider Accounts These Accounts offer Courses. Administrator Users will belong to a Training Provider Account. 🏢 Customer Accounts Your customer Users will belong to Customer Accounts. These Accounts make bookings onto Courses. Any users who do not wish to be stored with employer/company information are members of the "Guest Account".
Account Name	This is your Customer Name, this is used for filtering and reporting
Account Manager	The Account Manager is the Training Administrator who Manages the Customer’s Account
Account ID	This is the ID that your Customer will be identified by, this can also be used for filtering and reporting
Main Account Group	This is the Account Group that your Account falls under. To find out more about Account Groups, please click here.
Status	The status of the Account allows Users within the Account to be able to log in and make bookings, this will need to be set to Enabled.
Employees	Employees list's all Users that are employed to the Customer Account
Invoices	Invoices allow you to see all Invoices mapped to the Account, this can be used for reporting purposes and keeps any financial records in one place

Where to find Accounts

From the Main Navigation Menu, select ‘Accounts’
This will open the Accounts DataGrid
From this DataGrid, you can search and add filters to narrow down exactly which Account you are looking for, then view and edit their details

Account Management

Learn how to create and manage Accounts in your platform:

Create a New Account

Move an Account to another Account Group

Send an automated email to my Customer when a new Invoice Generated

Send an automated email to my customer when their Invoice has been fully paid

Send an automated email to my Customer when their Invoice is Overdue

Importing Accounts

Learn how to import Account information into your platform:

Import Accounts in Bulk

Import User Account & Account Groups

Import User Management of Users, Accounts & Account Groups

FAQ’s

We do not recommend deleting data from your Platform as this can cause issues with reports and other areas of the Platform. We advise that you disable the Account which will prevent the Account from being used or Users from being able to log in.

You can do this from the ‘Account Details' section, changing the status to ‘Disabled’ and then pressing 'Save’

showing status option within Account Details

Once an Account has been deleted, this cannot be reinstated.

Yes, Accounts can be renamed within the Account ‘Details’ page

Yes, right-click and select ‘Edit’ on the Account you are interested in, then select 'Groups' from the left-hand sub-menu.

This will show a list of all currently associated Account Groups.

Note: You can add or remove Account Groups from this section that relate to the specific Account you have selected. Read more about Account Groups.

Yes. You can do this within the User Maintenance section.

Navigate to Employees within the Account Management Menu
Using the Search bar, search for the User you wish to move
Right-click and select ‘Employment’ from the context menu
This will open the Users Employment Information
Right-click on the Employment Record and select ‘Edit’
Add an ‘End Date’ to the Employment record
Click the ‘Save & Close’ button
Once you have ended their current Employment, click the ‘Add Employment’ button within the DataGrid
This will open the Employment form
Using the ‘Select’ button, select the new Account this User is now Employed by
Ensure that the ‘Main Account’ Checkbox is ticked, this means that this new record is now the Main Account and not the old one they have been moved from
Add a new 'Start Date' for the Employment Record
Press the ‘Save & Close’ button

Your User has now moved Accounts