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Adding Accounts

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    Introduction

    Accounts in ShulCloud help keep track of family data and financial records. Accounts can be set up in many ways, depending on the need of each shul.

    Short Video

    Add A New Account

    1. Navigate to Accounts in the sidebar navigation.
    2. Select Accounts.
    3. Select Add New Account in the top right corner.

    Accounts page with filters and add account button.

     

         4. Enter details at the top of the page about the overall account before moving on to information about each individual on the account. 

    Add New Account form interface

    Fields Description
    1. Cancel and Go Back To Account Screen Select to cancel the creation of a new account and return to the previous screen.
    2. Account Type Select an account type from this drop down. Account Types are populated from Admin > My Lists > Account Types. New Account Types must be created in My Lists before they will appear when adding a new account.
    3. Account Name

    Select:

    • Automatically Generated - will populate the account name based on the information entered for the Primary and Secondary Adults. This naming convention follows the format entered in Admin > My Lists > Field Templates > Account Name
    • Manual - allows for an override of the field templates so an account name can be typed in the space below.
    4. Status

    Choose between:

    • Active Account - default selection. For those with the Small Shul Discount, each active account is included in the total number of accounts.
    • Inactive Account - any account specified as inactive will be removed from reports and subscriber lists.

     

         5. Add information for adults on the account. 

    Form for entering adult personal information.

    Fields Description
    1. Primary

    Complete information for the Primary adult in the account. Fields with an asterisk (*) are required.
    2. Person Type & Primary Specifics
    • Person Type - populated from Admin > My Lists > Person Types.
    • Gender - Options include Male, Female, N/A or Unknown, and Specify Other. If Specify Other is chosen, enter a gender in the field provided. In the Choose a Pronoun dropdown, select between Him, Her, and Them.
    • Email - will be used as the email to login to ShulCloud. Ensure each person has a unique email address.
    • Hebrew Name - click on the Hebrew letter Alef for access to a Hebrew keyboard.
    • Mother's Hebrew Name - click on the Hebrew letter Alef for access to a Hebrew keyboard.
    • Father's Hebrew Name - click on the Hebrew letter Alef for access to a Hebrew keyboard.
    • Birthday
    • Hebrew Birthday - if unknown, Hebrew birthday can be populated from the English birthday (if entered) by selecting Calculate. 
    • Mobile Phone
    • Work Phone
    • Work Position
    • Tribe - select between Cohen, Levi, Yisrael, and None Set.
    3. Tags Select Tags to categorize the primary person in the account. Dropdown populates from Admin > My Lists > Tags. 
    4. Person Permissions and Admin Permissions

    Select which permissions the person should have. 

    • Person Permissions - Determine how the person can interact with their account. Default for Primary is
      • Administer Family - Gives the user access to change family information within their own account. They will not be able to change the information in any other account. 
      • Billing - Allows the user to receive billing statements and other financial information. They can also make payments for outstanding charges. 
      • Login - Gives the user the ability to access the system 
    • Admin Permissions - Determine how a person can interact with the all the information available in the database. Review available permissions. 
    5. Secondary

    Complete the secondary adult information, if there is a secondary adult on the account. If there is not a secondary, select the checkbox next to "No Secondary". Last name will auto populate with the last name of the Primary, but can be changed. Tribe is also populated from the Primary but can be changed.
    6. Switch

    Select to easily change which adult is listed as the Primary in the account.
    7. Create new account

    Select to save changes and create the account.
    8. Create new and setup addresses

    Select to save and navigate to the Add Address screen.
    9. Create new and add another

    Select to save this account and add another new account.

     

    Address Information

    Edit address screen with buttons and options.

    Fields Description
    1. Cancel and Return to This Users Account

    Select to stop entering address information and return to the homepage of the account.
    2. Cancel and Go Back To Account Screen

    Select to stop entering address information and return to main accounts page.
    3. + Add New Address

    Select to enter address information.

    Choose the address type if the account has more than one. Address types are determined in My Lists. 

    Select an automatically generated or manual mail name. This is how the names for the address will appear on a paper mailing. Automatically generated mail names are determined by Field Templates. 

    Address form with fields and dropdowns.
    4. Billing Preferred Delivery Method

    Select:

    • No Preference
    • Email
    • Paper Mail
    5. Save Changes to Addresses

    Save changes and return to the account page.

     

     

    Children

    If children or other family members exist in the account, add their information. 

    Last name will populate based on the last name of the Primary, but it can be changed. 

    Children tab with add child button.Form with fields for personal information

     

    More Info

    Form with date and marital status fields.

    Fields Description
    1. Date Joined

    Enter the date joined or select Today.
    2. Date Resigned

    Enter the date resigned or select Today.
    3. Marital Status

    Only the status marked with an asterisk (*) will allow for an anniversary date.

      • None Selected
      • Single
      • Married*
      • Engaged*
      • Divorced
      • Widowed
      • Separated
      • N/A 
      • Partnered*
    4. Anniversary

    Enter an anniversary date and select options to hide this date on the Wedding Report and Public Views.
    5. Save Changes to Addresses

    Save changes and return to the account page.

     

    Financial

    Financial settings form with billing options.

     

    Fields Description
    1. Account Billing Type

    Used to determine the billing category for the account. Select from a drop down populated from Admin > My Lists > Account Billing Types. This category is only visible to admins.
    2. Discount Percentage

    A percentage of a batch bill that can be used to provide a discount once the batch bill is processed. 
    3. Override Amount ($)

    Amount to auto-replace a batch bill amount.
    4. Discount Notes Enter notes that provide details about a discount.
    5. External Billing ID

    Linked to financial software.
    6. Billing Preferred Delivery Method

    Choose between:

    • No Preference
    • Email
    • Paper Mail

     

    Gabbai

    Add notes specific to Gabbai.

    Gabbai tab with print options and notes field.

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