Applications
How to PROCESS a submission
In this article, we will show you how to process an application for a... New membership Updated membership Replaced membership Renewing membership We'll direct you to separate help articles for other common scenarios. Support Tickets Paper ...
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 ...
Tip: How to help patrons complete the online application
Overview We hope that patrons never have trouble submitting an online application. If a patron contacts you that does, AGS software has a few tools and other recommendations to respond to these instances. Tips, Tools, and Recommendations Ask the ...
Tip: 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 ...
Tip: How to mail passes 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 steps: Edit the application. Change the ...
Tip: How to 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 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 ...
FAQ: Can I add a patron to an application?
Overview There are times when you will need to add a patron to an application. Unfortunately, you can't add a patron to the existing application. You can add the patron to the household directly in the database. Adding a Member to your database The ...
Tip: Change the Membership ID
Overview When creating a new membership, the software will default to setting the new Membership ID. In many cases this may be the first line of the address or phone number. If blank, you must add a Membership ID. How to change the Membership ID when ...
How to EDIT a pool application & FIX a picture
Overview There are times a processor will need to edit a pool application or "fix" a pool application. For example, the application had the wrong address. You may also edit other information, upload a new picture, correct a typo, change a DOB, etc. ...
FAQ: 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 ...
FAQ: When was a set of passes 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. In this article, we will: Summarize the 4 ways to search the Application Portal Discuss the Advanced ...
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 ...
FAQ: 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 ...