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Speaking of accounts...

Accounts are used to control registration of users in available courses. They are two types of accounts: Credit or Time.

  • Credits: registrations in this type of account are controlled by credits. The account has a certain number of credits that are deducted whenever the user is registered in a course that requires credits, i.e. that has a registration cost. It is possible to top up the account, as well as define a limit for it, that is, when the user runs out of all their credits, they can use the account limit to register in the available courses and their account shows a negative balance.
    In case of registration cancellation, the credits are only refunded to the user account if they have not started the course. Otherwise, the credits are not refunded, even if they have not completed the course.
    When registering in a track, the amount deducted from the user account is the cost of the track. So, when a user registers in a separate training course in the same track, the credits are not deducted twice.
  • Time: this type of account allows you to control registrations by time, that is, it has an expiration date. For as long as the account remains active, users associated to it can register in any track, training course or class.
    Expiration time for the account is defined by its administrator. If time is not defined, the account remains active indefinitely, allowing users associated to it to register in any item in the catalog at any time.
    When using this type of account, no deduction is made when registering in courses that require credits, since it is a time account, not a credit account.

In addition to these two types of account, there is the default account, which is used by all users that are not associated to any specific account.



View accounts

01. In the main menu, place the mouse over Learning.

02. Click Manage.

03. Place the mouse over Manage.

04. Click Accounts.

05. View all accounts.

The default account is displayed in blue and highlighted with a star.

You can search a specific account – from the Search field, in the upper left corner of the Accounts list table – as well as select the number of accounts to be displayed per page – 10, 20 or 50.


 

Filter accounts

01. In Filter by, click Type.

02. Select the type by which to filter accounts.

Available options are:

  • All;
  • Time;
  • Credit.

03. Then click Status.

04. Select the status by which to filter accounts.

Available options are:

  • All;
  • Active;
  • Inactive.

05. View the accounts according to the defined filters.

To view all accounts again, simply undo the defined filter or select the All option in both filters.



Create account

01. Click Create new account, in the upper right corner of the Accounts list table.

02. Enter the required information.

Required information:

Name
Name of the account.

Default account
When checked, the account is default, i.e. all users not associated to a specific account use the default account to register in catalog items.

The account requires registration approval
When checked, registration requests made by users associated to this account should be approved by the person in charge of it.

Type
Way in which the account will control the registrations of the users associated to it. Available options are:

  • Time: When selected, the account has an expiration date and, as soon as it expires, its users can no longer register in the items available in the catalog.
  • Credit: When selected, the account will control user registrations by credits, i.e. the account has a certain number of credits to be used for registration in items that have a registration cost, which is deducted as registrations are effective.

Expiration date
Date by which the account will remain active and allow its users to register in any item available in the catalog. This field is only displayed when the account type is defined as Time.

Days to notify before expiration
Number of days prior to account expiration that the person in charge starts receiving expiration notifications. Notifications are sent by a default routine that runs periodically on the platform. For more information, go to Notify account expiration.
This field is only displayed when the account type is defined as Time.

Allows the account to use limit (negative balance)
When checked, the account can have negative credit balance. This field is only displayed when the account type is defined as Credit.

Value
Limit value for negative balance that the account can have. This field is only displayed when checking the Allow account to use limit (negative balance) option, in Credit accounts.

03. In Members, click Add to associate users to the account.

04. From the displayed list, find and select the user to be associated to the account.

You can find the user that you want by using the Search field – located in the upper right corner of the window – or paging through users – arrows located in the lower right corner.

You can also select more than one user at once.

05. Click Add.

To delete a user associated to the account, simply click the Delete icon, located to the right of the line corresponding to the user.

06. In People in charge, click Add to define those in charge of the account.

The person in charge of the account is the user who can change it, i.e., deactivate it, add credits and users, and approve registration requests (if required in an account), among other options.

07. In the pop-up window, find and select the user to be in charge of the account.

You can find the user that you want by using the Search field – located in the upper right corner of the window – or paging through users – arrows located in the lower right corner.

You can also select more than one user at once.

08. Click Add.

To delete a user associated to the account, simply click the Delete icon, located to the right of the line corresponding to the user.

09. Click Save to confirm creating the account.



Edit account

01. On the accounts list, click the Edit icon, to the right of the account line.

02. Change the information of your choice. For more details about the displayed fields, see the Create account path.

03. Click Save.



Deactivate account

01. On the accounts list, click the Deactivate icon, to the right of the account line.

02. In the pop-up message, click Yes to confirm deactivating the account.

When deactivating an account, all its users are disassociated from it.

It is not allowed to deactivate the company’s default account.



Activate account

01. On the accounts list, click the Activate icon, to the right of the account line.



Delete account

01. On the accounts list, click the Delete icon, to the right of the account line.

02. In the pop-up message, click Yes to confirm deleting the account.

The company’s default account cannot be deleted.

Accounts in which a credit and/or debit transaction was made cannot be deleted either. In this case, it is only possible to deactivate it.



Add credits to the account

You can only add credits to Credit accounts.


01. On the accounts list, click the Add credit icon, to the right of the account line.

02. Enter the required information.

Description
Description to identify credits added to your account.

Value
Value of the credits to be added to the account.

03. Click Save to complete adding credits to the account.



View account statement

01. On the accounts list, click the Statement, to the right of the account line.

02. View the transactions made to the account.

You can establish a period – equal to or less than 30 days – to view the account statement. Simply enter the dates and click Search.

You can also export the data by clicking Export worksheet, in the upper right corner of the Account transactions table.

To return to the main screen, click Back.



Attention!

This documentation is valid as of update 1.6.3 – Snowflake. Previous updates may contain different information than what you see on your platform.