Initial Set Up
Intervals: Intervals are used to perform time length for renewals or expirations. An interval will provide the user with options to select how frequently a service will be billed. By default. we have created some intervals that can be used or edited to your liking (daily, weekly, monthly, quarterly, and annual)
Go to the "Intervals page found through the global search bar.
If you want to create a completely different interval than what is already listed, click on the ‘+’ icon to pull up the new interval dialog.
Select the options you want for your interval. The options are as follows:
Interval Length: The multiplier of the type. Ex. If the interval length is 3 and the type is month, then this interval will be every 3 months.
Renewal Month: This is only applicable to yearly interval types. This acts similar to renewal day, but it is the specific month you want the renewal to happen.
Renewal Day: This is the specific day you would like to have the interval renewed on in the month. This is only applicable for Months/Year interval types. Ex. You have a Monthly interval that you would always want renewed on the 1st. You would select the 1st for this parameter and the renewal would always be on the 1st no matter when the customer purchased the service.
Products: Create products for each type of Locker you will be offering to your customer. If you will be billing in monthly intervals, your product price should reflect this. You may also need to create additional fees that are stacked on top of a fee locker. For example, a Locker Maintenance Fee or a Golf Storage Bag Fee. Services are purchasable by customers and will allow them to rent a locker. Services are what provide the billing information and the contract length of the service. Each service will have a term length, a billing interval, auto renew option, and locations the service plan is available in.
Service Plans: Services are purchasable by customers and will allow them to rent a locker. Services are what provide the billing information and the contract length of the service. Each service will have a term length, a billing interval, auto renew option, and locations the service plan is available in.
Type in "Service Plans" into the global search bar.
Click on the ‘+’ icon to pull up the new Service Plan dialog.
I am going to create a Service Plan called “Large Locker Quarterly” that will have a contract length of 1 year and automatically renew after the contract ends.
Now, we will need to add the products created earlier to the service plan to control what service plan we will bill the customer. Start by clicking on the “Fees” option in the sidebar.
I am going to first add the “Monthly Locker Fee” to the service plan. I can do this by typing in the product name into the search bar and clicking “Update”.
Notice the product displays below and has a billing interval on it. By default all products will be billed at the frequency selected for the service plan.
Now, I am going to add a “Locker Maintenance Fee”. I will do this the same way as the Monthly Locker Fee, by typing it into the search bar and clicking “Update”. But, for the maintenance fee, I would only like this to be billed once a year so I will select “Annual” as the billing interval to this product.
I suggest adding all of the service plans at one time you will be offering before moving on to the next step.
Locker Manager: On the Locker Manager page you will be able to create locker types, locker rooms, lockers, and assign customer to a specific location.
Go to the "Locker Manager" page which can be found in the global search bar.
Click on the “+” icon and select the “Add locker area” option or you will see a prompt on the left hand side to create a room if there is not one created already.
Next, you need to click on the “+” icon and select the “Add locker type” option.
I am going to create a “Large Locker” type that will require either a “Large Locker Quarterly” or a “Large Locker Yearly” service.
Once you have created your locker rooms, you will be prompted to create some lockers in the room. Click on the button to open the dialog to create the lockers. You can also click on the “+” icon and select the “Add lockers” option.
Notice now that there are 50 lockers in the room labeled as “Large Locker” with the prefix of “MLL”.
Assigning Customer: Customers are assigned to Lockers through the "Locker Manager" page.
Click on an open locker to pull up the dialog to assign a customer to it.
Here you will be able to search for a customer and will be prompted if the customer does not have one of the required service types.
Adding Customer Payment Information: If the service plan has multiple billing dates during the contract term, the customer will have to have payment information added to their account. This will be used to create the payment schedule after the fee has been invoiced. An example of this case would be a Service Plan that has the term length of 12 months, but the fee is billed monthly. To add a payment method to the customer please follow the instructions on Saving Payment Information.
Changing Service Status: As lockers expire, or their status is changed to "inactive" or "paused, the color coding will change on the Locker Manager page so that you can quickly identify the state the locker is in.
Active - in good standing, currently in use
Inactive - suspended or inoperative
Expired - out of term
Paused - on hold until later date
Missing - needs to a required service
