Account Groups Overview

Learn about Users

1 About Account Groups
2 Benefits
3 Key Terms and Glossary
4 Where to find Account Groups
5 Deciding your Account Group structure
6 Account Group Management
7 FAQs

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About Account Groups

Account Groups are used to categorise your customer Accounts, this often by things like geographical location or industry. Grouping your Accounts makes reporting easier, and allows you to more easily give access/visibility over multiple Accounts to your Administrators and Managers. Grouping your Accounts can also be used to support setting exclusivity on your Courses, and the finance options available to members of that Account Group.

Accounts belong to at least one Group.

Benefits

Here are the benefits of setting up an Account Group Structure in your accessplanit platform

Organisation	Account Groups allow you to easily organise your Accounts, making it easier to keep track of and report on selections of Accounts, Users, and Delegates.
Permissions / Hierarchy	Does your organisation work with Managers responsible for more than one Account? - organising them into Account Groups allows you to easily give permissions over multiple accounts at once, in far fewer steps! In the same way this can be done with Managers/Customers, you can utilise Account Groups when appointing permissions to Training Administrators/staff.
Tidiness and Ease of Use	If you’re editing an Account Group, and wish to add a new Parent Account Group, any Account Groups that are already in the list of Parent Account Groups that are children of the new Parent Account Group you are adding, will be automatically removed upon saving - helping you to keep things tidy and organised.
Protection	Each Account Group can be flagged as ‘Protected’ to shield it from accidental deletion!

Key Terms and Glossary

ID	This is the Unique ID of the Account Group - when creating a new Account Group, an ID can either be pre-defined, or left blank to generate one at random. Please note An Account Group ID can not be changed once it has been saved
Label	This is where you can give your Account Group a name, allowing you to stick to naming conventions in a parent-child hierarchy, or simply differentiate Account Groups from each other.
Protected	This is a setting against Account Groups - if you set an Account Group to be protected, this will prevent Users from being able to delete it.
Main Account	If an Account group has a single overarching organisation, this is what should be nominated as the Main Account.
Parent Account Groups	In an Account Group hierarchy, a Parent Account Group represents a group to which another Group belongs.
Child Account Groups	Child Account Groups represent Account Groups that belong to a Parent Account Group.

Where to find Account Groups

Open the ‘Administration’ menu from the Profile options at the top-right of your platform
Open the ‘Account Groups’ menu option to access the page where you can view and manage Account Groups
From this DataGrid, you can search and add filters to narrow down exactly who you are looking for, then view and edit their details

Deciding your Account Group structure

Using Account Groups, you can define a hierarchical structure to organise and categorise your customer Accounts.

Account Groups can be used to help with:

📈 Reporting
For example, comparing the different areas of your customer base to see which make the most bookings and onto which Courses.

✅ Course Exclusivity
You Courses can be set to be exclusive for Users from specific Account Groups only.

💷 Financial Options
Payment Methods and Discounts can be set up to only be available to Users from specific Account Groups.

👓 Data Access
You can set up customer Manager users to have visibility/access over an entire Group of Accounts.

A common way to group customer Accounts is by Industry, here is an example where the Accounts have been assigned to groups based on their primary industry, the blue represents Account Groups, and the green represent Accounts.

It is possible to have sub-Account Groups, i.e. Groups within Groups. This is useful if you need to further subdivide your customer Accounts. In this example, there is a Lancashire Vets Account Group, which contains a ‘Lancaster’ branch Account and a ‘Heysham’ branch Account

Finally, it is possible for Accounts to be members of multiple groups, this means that you can assign Accounts to two or more groups if they fit the criteria for them, or you can set up Account Groups to categorise your Accounts based on both geographical location and industry type (for example). In this example Pippa’s Place is both assigned to the ‘Grooming Businesses' Account Group and the 'Doggy Day Card Centres’ Account Group

Your first step is to define your Account Group structure, and once you have built this, you can assign your Accounts to the group(s) that they should belong to.

Account Group Management

Learn how to create and manage Account Groups in your platform:

Create an Account Group

Delete an Account Group

FAQs

Where do my Trainer Users sit within my Account Group structure?

In-House Trainers are typically employed by the Training Provider Account that they work for, as they are internal employees.

External Trainers are not typically directly employed by the Training Provider, and therefore they will be automatically assigned to the External Trainers Account which sits directly in the ‘Head Account Group’. It is possible for you to move them into a different Account if you wish later.

What is the Guest Account & Group

The Guest Account is used to store all Users who choose to register without any company (Account) information.

As all Users in your platform need to belong to at least one Account, those users are placed within the Guest Account instead of a customer Account.

The Guest Company is set up to prevents Users from that Account selecting the Guest Company to be invoiced when they make a booking - they will need to pay for their place on the course themselves.

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