Helping Your Registrants, User/Household Accounts

The Admin View Household Account: Back Office

Information about registrants may change. While they can update their info during the registration process, it is handy to be able to update it as an admin if required.

When used: Used to update contact information such as a change of address. Merge contacts and households. Blacklist. Review notes. Mark play-up. Also used to investigate payment records and registrations for programs, memberships, and reservations.

Instructions

  • Log into the Cogran Office as admin
  • Click the “Household Management” tile in the right margin OR visit Contact Management and Click Household
  • Enter search criteria into the search form, then click “Search.”
  • Select the household record by clicking the pencil
  • To view the details of a household, including individual records, click the go to menu.

The Household Record

Tab 1: Household Details

  • First name
  • Last name
  • Emergency contacts
  • Emergency phone
  • Email
  • Email 2
    Phone
  • Organization
  • Address
  • Address 2
  • City
  • State
    Zip
  • Notes
  • Do not contact

Tab 2: Credit and Rate Groups

  • Household Credit Balance: Add dollars to a credit balance here, or view available balance
  • Is Resident
  • Group for Group Rates

Tab 3: Household Details

  • Pickup Contacts
  • Insurance Provider
  • Insurance Number
  • Medical Contact
  • Custom 1–this comes from the Prime Contact registration
  • Custom 2–this comes from the Prime Contact registration
  • Custom 3–this comes from the Prime Contact registration
  • Custom 4–this comes from the Prime Contact registration
  • Custom 5–this comes from the Prime Contact registration
  • Question 1–this comes from the Prime Contact registration
  • Question 2–this comes from the Prime Contact registration
  • Question 3–this comes from the Prime Contact registration
  • Question 4–this comes from the Prime Contact registration
  • Question 5–this comes from the Prime Contact registration

Tab 4: Merge Household

  • Merge duplicate households. For best results be sure to sync all of your data prior to merging
  • Enter the email of the other house to merge
  • Check the box to merge duplicate contacts
  • Save
  • Much more is available in the household account. Chooes the go-to menu to acess a menu of options.

    Household Contacts
  • Choose a household member from the list.
  • Click the Edit button to access the contact’s details including basic information, address, and merge options.
  • The options populate. Depending on which part of the record requires updating, visit the correct form:
  • Household Contacts
    • Tab 1: Basic information
      • First name
      • Middle name
      • Last name
      • Nickname
      • Prime contact
      • Contact Type
      • Picture–upload any necessary pictures here, such as member pictures
      • Gender
      • Date of birth
      • Do not contact
      • Archive
    • Tab 2: Contact information
      • Email
      • Email 2
      • Cell phone carrier
      • Cell phone
      • Phone
      • Work phone
    • Tab 3: Waivers and checkboxes
      • Pickup Contact
      • Organization
      • Organization
      • Occupation
      • Medical condition
      • Date of Medical
    • Tab 4: Custom Fields
      • Current Member
      • Is Resident
      • Question 1–this populates from the participant form
      • Question 2–this populates from the participant form
      • Question 3–this populates from the participant form
      • Question 4–this populates from the participant form
      • Question 5–this populates from the participant form
      • Custom 1–this populates from the participant form
      • Custom 2–this populates from the participant form
      • Custom 3–this populates from the participant form
      • Custom 4–this populates from the participant form
      • Custom 5–this populates from the participant form
      • Custom 6–this populates from the participant form
      • Custom 7–this populates from the participant form
      • Custom 8–this populates from the participant form
      • Custom 9–this populates from the participant form
      • Custom 10–this populates from the participant form
      • Custom 11–this populates from the participant form
      • Custom 12–this populates from the participant form
      • Custom 13–this populates from the participant form
      • Custom 14–this populates from the participant form
      • Custom 15–this populates from the participant form
  • Payments
    • View payment dates and histories
  • Payment Detail
    • View details of past transactions
  • Registrations
    • All registrations for this household. appear
    • To view registrations in more detail, click edit. A modal appears.
      • This option allows a few quick actions:
      • Tab 1: Basic Information
        • swap the household participant if the wrong person was registered
        • swap the session if the session must be changed (no financial transaction adjustment made)
        • Update the grade, age group, or school.
      • Tab 2: Cancel
        • To drop the participant from this registration without any transaction adjustment, enter a date in the field “cancel date.”
        • Enter a reason if desired (recommeneded)
      • Tab 3: Sports
      • A team, ranking, position, and player number can be added or updated here.
      • Tab 4: Camps and Classes
        • If the participant has been added to a class or group, the name of the class or group can be seen here.
    • To update answers to questions asked in the registration process, click the go-to menu.
    • The questions appear. Click on the edit menu to change the content of the answer. The answers must be written in. Save.
  • Membership Profile
    • View membership details
  • Reservations
    • View details of a customer’s reservations
  • Notes
    • Review notes on a user’s account
  • Document History
    • View a user’s document uploads
  • Check In Out History (Attendance)
    • View a user’s attendance history
  • Contact Schedule
    • View a household’s scheduled (upcoming) registrations

TIP: To update a registration with refunds, visit the Front Page and log in as admin. Perform a refund using the tools in the admin center, and re-register the user via registration.

Updated 1.21

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