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Gilles Benyon-Bell
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Accounts

Accounts are organisations you trade with. These can include your customers, prospects or even suppliers. Any organisation known to you will be considered an Account.

Terminology

Customer:   An account you trade with (have financial transactions with, like invoices).
Default Address:   Click to switch between default address, billing address or shipping address
Default (Dflt) Approver:   When making a purchase from an account the ‘Default Approver’ is a user in your organisation that approves that must approve the Purchase Order before sending
Individual:   If the account will not have multiple contacts, use this option to combine the contact details with the account details. Useful for people that fund their own course fees, or for sole traders.
Owner:   Use this field to assign responsibility of that account to a system user - used for allocating responsibility within your team. Your Administrate users will appear here, and you can associate your responsible users to this account.
Parent:   Used when an account has subsidiaries (as in subsidiary businesses or companies). Create the main account first then link the child accounts to the main account using the Parent function.
Prospect:   An account you hope to share financial transactions with (within your sales pipeline).
Root Account   The Account at the highest level of an Account Hierarchy.

View

You can view a list of your accounts by navigating: CRM → Accounts.

Alternatively, search for an Account using the magnifying glass icon in the menu bar.

The Account screen combines all known information about that account into a single area. This includes:

  • Contact details
  • Their employees (Contacts)
  • Sales Opportunities
  • Tasks and Documents
  • Events they have purchased
  • Finance Statements

Create

  1. Click the magnifying glass in the top right hand side of your menu bar, which allows you to search the entire system.
  2. Type in the name of the account you wish to add - this helps avoid adding any duplicates!
  3. A search of your existing database is then performed and any similar names will appear in the results. If none of the names match the name of the account you wish to create then click “Create New Account”. Complete the relevant fields on the New Account form and click “Save”.
  4. Your account has now been created!

Note: you can also create a new account by navigating to the “CRM → Accounts” screen and then clicking on the “New Account” button in the upper right, but we recommend always searching first to avoid duplicates.

Edit

  1. Select the magnifying glass in the top right hand side of your menu bar
  2. Type the name of the account you are searching for
  3. Select the account from the list returned
  4. In the upper right-hand corner, select Edit Account
  5. Edit the details as required and select Save Changes
  6. Your account has now been updated

Delete

  1. Select the magnifying glass in the top right hand side of your menu bar
  2. Type the name of the account you are searching for
  3. Select the account from the list returned
  4. In the upper right-hand corner, select Edit Account then “Options → Delete Account”

    Note: you will not be able to delete an account that contains dependencies such as financial records, opportunities, contacts. If you still wish to delete the account please delete the dependencies first then delete the account. We don’t recommend deleting accounts that have relevant transactions attached to them, as they will document actual occurrences within your business. This is mostly use to address “dummy”, “testing”, or “training” accounts.

  5. Your account has now been deleted

Reporting

There are various reports available to help you visualise and access your accounts. These are:

  • Custom Reports - Please see our documentation on the Filter System (CRM) to apply queries to your list of Accounts and export them.
  • Accounts by Industry - Directly available in the CRM menu, this report that displays the sum of all accounts in a given industry.
  • Accounts by Owner - Useful for sales teams to see at a glance which accounts they are responsible for. This report can be found in the CRM menu.
  • Clients by Country - Available in the CRM menu as well, this is a breakdown of accounts by the country they reside in. This also includes financial data to report on sales by country.

Venues

Venues may be used to specify the building that your event will take place in. These could be hotels or conference centres. The venue provider must have an account that is designated as a supplier and venue. Each account may store multiple venues for example a Hilton Hotel will have many branches.

Within an account marked as ‘Venue,’ you have the option to add individual venues. Simply click on the ‘Events’ tab, and then select ‘New’ from above the Venues table. Each entry in here would be a specific branch of the venue.

As a working example, I may choose to set up an account for ‘Hilton Hotel’ as a Venue.

  1. Load the account screen for ‘Hilton Hotel.’
  2. Edit the account, and check the supplier and venue box.
  3. Save the account, and then click on the ‘Event’ link in red.
  4. Add a new venue - this might be ‘Edinburgh - Princes Street,’ or ‘Preston - Ringway.’ Ensure to set a location and a description. Optionally, you can set a latitude and longitude for use with Administrate's REST API.

If you open your event and select edit you’ll now be able to assign a venue. Venue details can be communicated to your delegates using the Venue merge field in Communication Triggers.

Hierarchies

You may have some Accounts which are subsidiaries or departments of another Accounts. You can set up these structures to be displayed in Administrate.

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Hierarchy Example: Sam Liam Jackson is an Individual Account of E3 Training.

In the above example:

  • E1 Training is the parent Account of E2 Training and E3 Training,
  • E2 Training and E3 Training are child Accounts of E1 Training,
  • Sam Liam Jackson is an Individual Account (see Terminology) and is a child Account of E3 Training.

To create an Account Hierarchy:

  1. Go to the child Account (in this example, this would be E2 Training or E3 Training)

  2. Click Edit Account

  3. In Parent , start typing the name of the parent Account (e.g. E1 Training), the autocomplete will return suggestions to select from

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    Insert the parent Account name in the Parent field

  4. Click Save

Training Tokens

Please view our webinar on How to Use Training Tokens.

Training Tokens are pre-paid credits that can be redeemed for training at a later date. Once there are Training Token Types defined, the Training Tokens tab in any Account’s screen will be displayed.

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Note that Token Types are not interchangeable and you must specify a Token Type filter before filtering the data.

Status

Active - Available to be redeemed.
Expired - The Expiry Date has passed and Token Balance has been zeroed out.
Issue Date The date the Tokens were originally made available to the Account.
Expiry Date The date by which the Tokens must be used, or they are forfeited.
Issue Quantity The original quantity of Tokens that were issued to the Account.
Expired Balance The quantity of Tokens which were forfeited.
Current Balance The quantity of unredeemed tokens, available for use by the Account.
Total Balance The quantity of Tokens available for redemption, across all unexpired Token Issues.

Balance

From the column headers, you’ll be able to see information relating to each Training Token Type that the Account has. Each Training Token issue will appear on its own row, detailing the date and time issued, the Training Token Type and the date/time of expiry.

Edit Token Allocation

You may wish to edit a current allocation of Training Tokens if you wish to adjust the balance of a previously issued batch of Training Tokens.

You can increase or decrease the number of Training Tokens through the Edit function.

  1. Click the action menu at the far right of the table
  2. Click Enter Adjustment
  3. Enter the amount of Training Tokens to increase or decrease the current balance
    • Positive quantities make more tokens available to the Account
    • Negative quantities remove tokens from the Account's available balance
  4. Click Adjust Tokens

Note that this action may be restricted by administrators in the Control Panel.

New Training Tokens

You may wish to issue a new allocation of Training Tokens to an Account if you want to add tokens with different expiry date than an existing token issue, or if you need to ad-hoc create a new issue of Training Tokens without selling the Tokens through the Sales Opportunities.

To issue a new batch of Training Tokens to an Account:

  1. Click Add Tokens
  2. Select the appropriate Token Type
  3. Set the Expiry Date (this is calculated automatically based on your Redemption Period set for the Training Token Type, but it can be safely amended here)
  4. Set the Initial Balance (i.e. the number of Training Tokens to issue) - you can always edit this number
  5. Click Add Tokens

Note that this action may be restricted by administrators in the Control Panel.

Extending the expiration date of your training tokens

You can extend the expiration date of your training token issues as long as they are not expired. If they are expired, we recommend issuing new training tokens.

Follow the steps below to extend the expiration date of a training token issue.

  1. Go to the Account page, and Training Tokens tab,
  2. Click the three-dot icon on the right-hand side of the table, and select Edit in the menu,
  3. You should see a modal window with the details of your training token issue,
  4. Enter a new date to extend the expiration date of these training tokens,
  5. Click Update Token Issue to confirm the change,
  6. You should now see the new expiration date for that training token issue.

Transaction History

Transactions are viewable as they relate to a specific Token Issue. To view Transactions:

  1. Click the action menu at the far right of the table
  2. Click View Transactions

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Date The date when the transaction occurred.
Type
  • Buy - The initial purchase / issuance of the Token.
  • Redeem - A redemption of the token for training, which decreases the available balance.
  • Refund - A refund of a previous redemption, which increases the available balance.
  • Adjust - A manual adjustment which can either increase or decrease the available balance.
  • Expired - Records the removal of any unredeemed tokens at the expiry date, due to forfeiture.
Amount

The quantity of tokens affected by the transaction.
(Additional Details) Any supporting Receipts for refunds or redemptions will be listed here and when clicked, will open the printable PDF document for the transaction.

When Redeeming Training Tokens, if you have more than one batch of Training Tokens, the system will deduct those that will be expiring sooner first.

Booking Portal

You will only see this tab if you have the Booking Portal FF enabled. It will allow you to assign coordinators to manage the Account in the Booking Portal. Note, I do not have to live under an account to manage them. E.g. Paul from BMW can be added asa coordinator under the Audi account

For more information on our Booking Portal functionality, please contact support.

 

Agreements

When you enable the Pricing Agreements functionality you will see this tab appear on your Accounts.. This tab allows you to set up pricing agreements for your clients on a per course basis. Particularly useful for the Booking Portal.

 

Further Configurations

You can further configure how your Accounts are displayed and behave through some Control Panel settings:

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