Daily Operations
How to issue a REFUND
Overview If a member submitted a payment on an application, a facility manager can issue a full refund or partial refund. Here is how 1. Claim or view the application by clicking the clipboard or eye icon. 2. Click the gear icon. 3. Click ...
Tip: How to process an application if it is a 2nd SUBMISSION
Overview If you are a new client or a client that uses a new database every year, you may have a question if an applicant submits a 2nd application for the same address. Here is what happens Most applications ask a question. Check here if this ...
How to PROCESS a paper application
Overview Organizations may allow their members to submit a paper application rather than the online application. In this case, you do not use the application portal to process the paper application. Add the members directly into the PoolPass ...
How to CHANGE a Membership ID
Overview When creating a new membership, the software will default to setting the new Membership ID to the first line of the address. On the final approval screen, you can change the Membership ID to anything you want. Account number, bond, number, ...
What is the CREATED status?
Overview CREATED applications are partially completed applications and are not ready for processing. It may be an application where a payment was attempted but failed. It may be an application submitted a few seconds ago and the payment has not ...
How to VIEW when a pass was printed and mailed
Overview Some clients request AGS to print and mail classic pool passes directly to a patron home. Passes are added to our print que when the application has been PROCCESED and APPROVED. Held, declined, claimed, created, and submitted applications ...
How to FLAG or ESCALATE an application
Overview Flagging sends an email alert to your community's administrator or Access Granted Systems (AGS). Here is how Click the gear icon Click Flag to Community or Escalate to AGS Why would you Flag to Community? Some Property Managers employ ...
How to SEARCH for an application
Overview There are several ways to find an application you are looking for. You'll search for applications differently depending on your goals. Here are the ways Click READY FOR PROCESSING to process newly submitted or untouched applications. ...
How to PROCESS an application
Overview Organizations that utilize our software process applications differently. We can't write one help article here that tells you exactly how to process your unique community. Instead we write you custom instructions within the portal ...
How to VIEW application notes and journal
Overview Anytime an application's status changes or note is added to an application, a journal entry is created. This helps users trouble shoot applications and provide patron support. Here is how Click the arrow to the left of the ...
How to WRITE an internal note
Overview Organizations may need to make internal notes without changing the status of an application. Here is how Click the gear icon Click Comment
What is the CLAIMED status?
Overview Organizations may have more than one user processing applications. The claimed status is to prevent more than one user processing the same application and causing errors and confusion. The first step in processing an application is always ...
How to DECLINE or HOLD an application
Overview To help organize your application submissions, there are several states or status an application can have. The intended use of the declined status is the application will never be approved. The intended use of the hold status is the ...