Accounts in ShulCloud help keep track of family data and financial records. These accounts can be setup however you want depending on the need of your shul. To add a new account you will want to go to Accounts from the admin menu and then click on New Account located on the top right.
You will see the following information broken down into sections.
The Account type section allows you to specify what kind of account you will be creating. These options are pulling from your My Lists section under Account Types. If you need to add or edit new Account types, find out more info here.
Your Account Display Name will automatically populate based on the information entered for Primary and Secondary Adult. This naming convention populates based on the format you have entered in your Field Templates located in My lists from the system. If you want to write your own Display Name simply click on the Override button and then enter the name manually.
The Status field determines whether or not the Account will be set to Active or Inactive. Any Person who is specified in an Inactive account will not have access to the system.
The Adults section is where we begin to create users within the Account. Depending on how your shul is setup, the primary and secondary adults may have different person types. This can be handled by going to My Lists -> Person types.
You can begin to enter in the names of the primary and secondary adults. If there isn't going to be a secondary Adult on the account make sure that you click the checkbox that says No Secondary. Then specify the Person type of each person and then the gender as well.
As you scroll down the section you will find that there is more information that can be entered for each adult on the account.
Make sure that if the adults on the account are going to be signing into the system that there is an email address added. This will be used as their username when logging into the system and make sure that they are using different emails.
Feel free to click on the Hebrew keyboards to get a virtual keyboard to type in Hebrew.
When entering in the Hebrew birthday, clicking on the Calculate button will take the English birthday and convert it automatically.
Now that the basic information has been entered, we can begin to enter in the information that the system will use throughout the site.
Tags can be used throughout the site to narrow down a recipient list. Feel free to add as many tags as needed to each individual. he cleaner the data, the better your reporting will be in the system. Once you have tagged them ( if needed) you can give the person permissions needed for each individual. We will break them down.
Administer Family: Gives the user access to change family information within their own account. They will not be able to change anyone else's information.
Billing: Allows the person to receive billing statements and other financial information. They can also make payments for outstanding charges.
Login: Provides the ability to access the system
For an overview of the Admin Permissions please see here.
You may enter in children under the Children section.
The More Info section allows you to enter in information about joining date or date resigned but most importantly this is where you will be able to note the Anniversary dates for couples.
The Financial section allows you to chose the account billing type (if your shul is using one) and to make financial adjustments such as discounts. Please note this is on the Account level and will apply only to this particular account.
If your shul is using the Gabbai option here is where you can add notes to it.
After filling out all the sections for the Account please make sure you click the Save Changes to Account button as shown below. If you navigate away from the page without saving it your information will be lost.
With the completion of setting up the Account the Addresses Section allows you to input multiple addresses for a specific account. Please find the Address Section in the Account under the Actions on the right side.
You may add multiple addresses. This works great for Accounts that may travel away for winter and want to receive their information at a different address. To add other addresses simply click on the +Add New Address button located on the right. You will see a new section appear.
If there are more than one address listed on the account you can click on the radio button to specify which is the current address they are using. As you begin to add an address you can select what kind of address it is going to be. These address types can be edited by going to My lists -> Address types.
Just like the Account display name, the mail name section will automatically populate based on what you enter for the primary and secondary name fields. The naming convention can be altered by going to My Lists -> Field Templates. If you would like to manually enter in the information, just click on the Override button and type in the name manually.
The rest of the fields are pretty straightforward and standard fields when entering in an address.