Managing a Specific User Account | Overview

https //help regpack com/adding comments to users add a private product to specific user admins may encounter situations where they need to add a product to a specific user to correct a problem private products allow admins to add one time only products into user carts all private products can only be entered one at a time if this product must be added to multiple users, we advise you to create the product and add it to users if you need to report on this product and its details, create a product to add to their cart rather than a private product adding a private product to a user head to users click on the user's bar (the leftmost of the three $ values will take you directly to the cart tab) and navigate to the cart tab click add products/services click add private product fill out the details and click add select products to add to user cart add a new product to a user cart add or remove a user's autobill plan super admins and financial admins can add or remove a user's autobill plan from the backend of the system in user management, search for the user that needs their autobill plan adjusted, and click the autobill tab in the side panel inside the autobill tab, you can view the user’s autobill plans, payment due dates, and which installments have already been paid to change the autobill plan, click edit autobill plan → add plan or remove beside the plans you'd like to add or remove → add/remove plans to update the user's account mceclip0 gif it is the admin's responsibility to inform the users when their plans have changed https //help regpack com/sending emails to users when the user makes a payment, their payment method is saved so that it can be charged for later autobilling installments https //help regpack com/how to save ccach payment options as an admin changing a user's payment method (credit card or e check) once a credit card or echeck has been saved on file, it becomes encrypted and cannot be changed in the back end the saved payment method can be replaced, deleted, or additional payment methods can be added to change the user's payment method, click on the center number by the user to view their payments tab, which displays a list of their transactions then click the process payment button the option to add a new payment method or delete the payment method on file will appear edit or delete payment method png process a payment to save a new payment method by clicking enter a new payment method → enter the payment information → click issue payment then confirm note that you will not be able to adjust the payment method until the user has a balance due otherwise, the checkout page will display the message "congratulations! you have no outstanding balance " and no action can be taken if action is needed immediately and there is no balance due, please email us mailto\ payments\@regpacks com and we can advise https //help regpack com/download a users application edit a user's form information you can make changes on a user form easily (you can also direct your users to make the change for themselves if you require a user to create a login and the forms are not locked after submission if your system is anonymous, then any changes must be made by an admin, through the project back end ) this is useful if there has been a mistake made or information needs to be updated as an admin, you can update any field or form from the back end (excluding an e signature made by a user) to begin, navigate to user management use the search bar to find your desired applicant by searching their first name, last name, email address, or by filtering by data points once the applicant has been located, click their status bar, which corresponds to how many mandatory forms they have completed edit a user s form information img1 png by clicking their status bar, a panel will open on the right hand side, with a form overview – what is complete or incomplete edit a user s form information img2 png from here you can click on the specific form you want to edit the desired form will load, keeping the applicant’s profile on the right hand side edit a user s form information img3 png click inside the form to edit, and then click save form at the top when done to save the information you can also navigate through several forms and adjust as needed note by changing the fields in an applicant’s form, you are overriding their original answers and losing the initial information your new reports and quick view information will also be updated https //help regpack com/how can i find the email my user registered with how do i charge a user for a one time charge? there are times you will want to add a one time charge or product to a user’s account to adjust their balance whether you want to add a one time fee to their cart or add a product, you have a few options using our products module to achieve this create an admin only product in product management , create a product for the one time fee you’d like to add to the user’s cart when creating your new product, toggle admin only as an option the product will not display to other users in their product selection on the project front end you’ll be able to add this product to your user’s cart in user management if the user has a saved card on file (and you have authorization), you can also charge the user how do i charge a user for a one time charge img0 gif adding the product to a user cart how do i charge a user for a one time charge img1 gif like any other product, admin only products can be viewed in a sales report so you can report on those charges how do i charge a user for a one time charge img2 gif add a private product we don’t recommend this unless you need to add a one time charge for taxes or convenience fees keep in mind that private products are not included in product reporting or search filters if you would need any kind of payment and/or sales reports, you may want to create a product you can add a private product from the user’s cart in user management (locate your user → click on their cart → add products/services → add private product ) private products can only be added one user at a time how do i delete a registration? you have two options 1\ mark users inactive by applying an inactive status to their account users can be restored later inactive users you will still have access to their information inactive users' orders and payments will not be included in project totals create statuses to categorize users and mark them inactive in user management, select the user(s) you’d like to set as inactive → click set status as → select an inactive status → click yes and then confirm to set the status to restore inactive account(s), view your inactive users → select the user(s) you’d like to restore → click on their current status → click remove status for this user → click yes and confirm the action to restore the account(s) 2\ purge user permanently delete the user click on the user's name → info view → purge user this will delete all of the user's data, and it cannot be restored purge gif this tool was created in order to make managing a user's information easier selecting a user and navigating to the info tab of the user allows admins to delete all information permanently pertaining to that user if the purge button is used from the head level of a group, this will delete all information pertaining to the group that was selected note that selecting users and then using purge on one user will only result in the user who was selected to get purged from the system to remove a group, the head level account has to be selected, then in the "info" tab the purge option selected and confirmed purge user warning! purging a user will delete all their information including but not limited to form information cart information ordering information payment information login information passwords and usernames important purging is permanent and the data cannot be retrieved from any source including backups the system will delete any reference or connection to this user since this action is extremely dangerous please take caution before moving forward the system will demand you enter your password in order to continue once your password is validated the action will take place user purge is a super admin only feature how to delete a user's saved payment method it's important to note that we don’t recommend deleting a user’s payment method, as it can create obstacles for processing payments and prevents autobill from charging the user automatically based on their autobill plan instead of deleting the payment method, replace the user's payment method on the backend steps to delete a payment method click users and to go to user management search for the user whose payment method you want to delete in the user's side panel, go to the payments tab click process payment and select the balance amount to show the saved payment method hover your mouse over the saved payment method and hit delete delete payment method gif https //help regpack com/how to edit a users cart https //help regpack com/how to purge a user record how to transfer user carts and user payments account owners have the ability to transfer carts from one user to another to transfer a cart, click the number on the right by the user in user management to see a user's cart at the bottom of the user panel, click transfer cart → select the user you would like to transfer the cart to, either to another user in the same group, or search for another user in the project to transfer a payment, click on the center number by the user with the payment in order to see the transactions on the account click the 4 dots to the right of the transaction click transfer payment select the user you would like to transfer the payment to this can be either to another user in the same group, or search for another user in the project if you transfer the payment, we recommend transferring the cart as well note you cannot transfer part of a payment, only a full payment managing waitlisted users managing waitlists in regpack waitlists are activated once a product has reached its quota and the waitlist function is turned on for that product learn more about enabling waitlists in the https //help regpack com/create edit and delete products in regpack how waitlists work when a product is sold out, users can join the waitlist if the setting is enabled waitlists give admins the ability to move users into open spots if another user cancels their order you increase the quota of the product note users cannot pay for a waitlisted product until it is added to their cart users are not moved automatically from the waitlist admins have full control over who is offered a spot how to find waitlisted users option 1 through product settings go to settings → products click on the status bar beside the product at the top of the list, click the checkbox labeled waitlisted option 2 through user management go to user management click search navigate to products/services select the specific product choose waitlisted status waitlists help ensure that product offerings are filled efficiently while maintaining control over user access and timing removing forms from users there may be times when you’ll want to remove a form from a user or group of users by removing a form, users will no longer be able to view or complete the form as an admin, you’ll no longer be able to filer or report on the information inside those forms for the selected users note if you decide to add back a previously removed form, the form will return with the previously entered data first, navigate to user management next, find your user(s) you can utilize the search bar or filtering tools to narrow down your users that meet your criteria once you find the user(s) you can either click the progress status bar of the user or select tools and then click remove forms from users removing forms from users img1 png if you select the progress status bar of one user, a side panel will open with a list of their forms hover over the desired form you would like to remove and then click remove removing forms from users img2 png note a user’s progress bar will be a specific color and filled to a specific amount, based on how far they have answered your mandatory registration forms this indicates the number of applications they have completed so far if you would like to delete a form from your system altogether, you will have to navigate to settings → forms → edit form properties → delete form at the bottom → confirm deletion you have the option to un trigger a form instead, so it won’t appear to your users here is the difference deleting a form will also delete all information entered by applicants un triggering a form will in essence deactivate the form, preventing the form from being added to new users applicants that have this form already, will still have access to it and you will have the information https //help regpack com/sending emails to users setting user followers while assigning users to an admin can help manage registration for your team, you are able to assign admins as followers to users followers receive email notifications on changes and comments added to a user first, navigate to user management select your user(s) and click on the tools button under assigning select set followers setting user followers img1 png or if your user has already been assigned to an admin, you can click on the admin’s initials and add followers by clicking on add followers you’ll then be able to select an admin as a follower setting user followers img2 png followers will receive email notifications on changes or comments made to this user assigned admins stay as a follower when removed when you unassign an admin from a user, the admin will automatically remain as a “follower” on the user you can always remove a follower sort users the sort by feature allows you to sort your user data in user management, click on application date to choose how you would like to sort your users click the arrow next to application date to choose whether to sort in ascending or descending order sort by png sorting options name sort all entries by last name of the applicants or organization name from a z or z a application date sorts by the date and time the registration/application was created recent action sorts by the last date information was changed by an applicant or organization total order sorts by the total dollar amount of the orders placed by the individuals total paid sorts by the total amount paid by the individuals balance sorts by the balance due completion level sorts by the total number of forms completed by the applicant status sorts by the status that are created and assigned within your system stars sorts by the colored stars assigned to registrants comments sorts by the number of admin comments contained within the registration note that you can first filter your user data to see a segmented list of users and then sort the filtered result by these parameters this can help narrow down the list of users to the specific one you are looking for star labels stars give you a quick way to identify users and can be searched for using filters (similar to statuses) you can choose between 4 different star colors and use them in any way that works for your process! stars are unique to admins adding a star to a user head to users find the user you wish to add a star to on the righthand side of their user line, click the star until you find the color you wish to use user management stars sorting by stars if you click the drop down at sort by you will see that family stars (in a group system) or stars (in an individual system) is an option, and it will sort your users based on their star designation it will sort initially by users with stars but you can click sort by and stars again to reverse the order for users without a star first uses for star labels there are many ways you can use star labels to help keep organized since star labels are only for you to see, they can be a great asset to your organization in addition to statuses some ideas include marking a user you have called and/or emailed marking a user who has or has not completed a specific form or payment using stars while planning out table, cabin or counselor assignments as there are 5 star colors to choose from tabs in user management groups, families, accounts in group projects, there are 3 tabs in user management click one of these tabs to view a set of users before taking actions like running a report or sending an email super admins can change the tab names using the applicant naming feature, https //help regpack com/project settings or general tab click the parents tab to send an email to the organizer of the group, or run a report on head units only click the children tab to send an email for each sub unit account (one email per child, versus one email per family), or run a report on just sub units families/groups/accounts tab click this tab to see all users in the project the head units (parents) are highlighted in gray and the sub units (children) are indented and have a white background in the screenshot below, test t is a head unit and no name given is a sub unit mceclip1 png parent/account holder/coordinator click this tab to see all head units in the project mceclip2 png children/attendees/participants click this tab to see all sub units in the project mceclip3 png user payments and payment color explanation next to a user's progress bar in user management, you will see three different numbers indicating a user's orders, payments, and balance due from left to right user orders selecting the leftmost number will open this user's cart tab to view all products ordered, as shown below if this order is green, this means that the product is paid for in full if the product is grey, some or all of the product's balance is still outstanding in the image below, you can see that the product labeled 'test' is green and paid for with the date of payment displayed however, the product labeled 'tuition' is grey and therefore is not paid for in full d7703920996f9b934908b9ab0252169e png user payments selecting the second number will display the total amount paid by the user this will include all payments made as well as any errors and refunds connected to this user's payments this gives you a full picture of all attempts the user made to pay as it will be displayed in chronological order the left column shows the payment designation of each transaction 7b7449a035eee799b603b7ef3dde7dd9 png user balance the rightmost number is the user's total and current outstanding balance note that you can also click the autobill tab and view any automatic payment plans the user is enrolled in and view upcoming payment dates for that user you can also filter by users who have an outstanding balance to send payment reminder emails the progress bar has four colors to indicate the level of form completion of your users the progress bar is an easy way to quickly see your user's application progress in user management your users will also see this on the front end mceclip1 png the colors indicate how many forms have been filled out, compared to how many forms a user has in total red indicates that a user has 25% or less of their forms filled out yellow indicates that a user has filled out 25% 75% of their forms blue is when most of the forms have been filled out (so roughly 75% 99% of the application) green is when all of the user's forms have been completed in settings → forms , you will also see progress bars next to the forms themselves mceclip2 png the colors indicate how many users have filled out the form, compared to how many have that form in their profile red is the color when 25% or less of your users have filled out the form yellow is the color when it's 25% 75% of registrants that have that form filled out blue is when most people have it filled out (so roughly 75% 99% of your applicants) green indicates that all your users have the form filled out user tags user tags are a convenient way to organize and group users similar to our status tool, you can assign a tag to a user or group of users unlike our status tool, you can attach more than 1 tag to a user at any given moment in a group system, tags can be attached to any head unit or sub unit you can also filter by user tags to easily find a group of users and then perform any action on them like adding a product, or sending them an email tags cannot be reported on creating a new tag to create a new tag, click on the 'tag' icon next to a user, to the left of the star icon create new tag click create new tag at the bottom, and then set the name and color for the tag create tag with color applying a tag to apply the tag, select one or multiple users and you can add the tag in bulk create new tag editing a tag you can easily edit a tag by clicking on the tag icon, then click edit tag you can change the name and the color of the tag edit tag viewing the tags you'll be able to see the tag in the side panel that pops up, underneath the user's name in user management, the tag icon will show the number of tags the user has associated with their record if no tags are assigned, no number will show tags with numbers removing a tag to remove a tag from a user, simply open the user side panel, hover over the tag you want to delete, and then click the "x" that appears mceclip1 png view emails sent to individual users you can view the previous email communication sent to your users in regpack if the email was sent through the system – automatically or manually – there is a log of it, which you can view this is useful if you need to verify that an email was sent begin in the user management section by selecting users view emails sent to individual users img0 png use the search bar to find the specific user you want to view all of their email communications you can search by name or filter for a group of users whose communication you’d like to view view emails sent to individual users img1 png once you have located the user(s) you are looking for, click their name a side menu will appear on the right with user details you can then click over to the emails section view emails sent to individual users img2 png from the emails tab, you can view all emails sent to that user clicking on any of the emails will show you the email in full text click on the arrow (on the right) on any email to view or collapse the message view emails sent to individual users img3 png note you can send a new email to this user simply by clicking send new email you’ll see a pop up with all of your created email templates, with the option to select the one you’d like to send to this user