Daily Operations
How to use last year's profile image
Overview There may be times when an applicant does not upload a valid picture or this year's picture is not as good as last year's picture. By default, the system will use the new picture. Here is how to keep and use last year's picture. Uncheck Use ...
What if a resident wants passes mailed to a different address?
Overview When you are approving an application, you may see a note that reads "Please mail passes to PO Box 1234". The resident lives at a different address (e.g. 123 Main St). If you allow this, follow these two steps: Edit the application so the ...
Can I delete an application?
Overview You can not delete an application. Instead, we recommend that you Decline the application if you want to ignore it. It will be taken off your “to do” list but remain in the records for future reference. Tip: uncheck the “Email Member” and a ...
How to CONFIRM a refund was successful
Overview When you issue a refund, the journal feature will record when the refund was successful. There are two steps. Search for the application Look up the record in the journal Search for the Application Go to the Application Portal Click the ...
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. How to issue a Refund 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 at the end. We can also at ...
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. We recommend you add the members directly into the ...
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, ...
How to RE-MAIL a set of physical pool passes?
Overview We use the United States Postal Service to deliver swimming pool passes. Generally, passes arrive within a few days of being approved. If passes are not delivered within ten (10) days of the request, our company will provide the household ...
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 been ...
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). How to flag or escalate an Application Click the gear icon Click Flag to Community or Escalate to AGS Why would you Flag to Community? Some ...
How to SEARCH for an application
Overview There are several ways to find an application you are looking for. You will search for applications differently depending on your goals. 3 ways to search Applications Click READY FOR PROCESSING to process newly submitted or untouched ...
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 custom instructions within the portal itself. In ...
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. How to view the Journal 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. 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 to ...
How to DECLINE or HOLD an application
Overview To help organize your application submissions, there are several states or status an application can have. An application starts as SUBMITTED. You can put an application ON HOLD or DECLINE an application. If you process and approve an ...