Overview

Attachments (anything from a waiver attachment to a student schedule attachment) can be set to require validation.  

When an attachment requires validation, it is shown in the Pending Validations tab in the Contracts Module.

If the attachment is created by the document spoke contents of a plan and it requires validation (ie, your waiver attachment) then the contents of the waiver contract will not update the customer's record until the attachment is validated.

Configure Attachment for Validation

Go to Manage > Organization & Facility Settings > Attachments

Edit the attachment to see the Staff Validation tab.  There are 3 things to set here:

• Toggle ON to require validation.  This will put the attachment in the Pending Validations tab awaiting acceptance/rejection.

• Validation Instructions are presented to staff in the validation window

• Use a separate permission for validation allows you to specify who can validate attachments with a pin.
  
  

Use this Attachment as part of a Customer Requirement

See here for instructions on configuring this attachment as part of a Customer Requirement

Customer View/Experience

New sign ups and Required Attachments

• New Online Sign ups will require the customer upload a document in order to proceed.  If configure, the attachment will land in the Pending Validation queue, where staff must accept it to be valid for the requirement
  
  
• New Sign ups on the kiosk will not for an attachment upload - they can't on the kiosk but can upload it in their portal.  Use an Email Automation to send them a reminder in a few days.
  

Customer Portal and Uploading Attachment

Customer can upload the attachment via their portal.  An alert appears on their main summary page.  Once uploaded, it will land in the Pending Validation queue if applicable

Staff Validation Workflow

Documents pending validation will sit until someone validates them.  There are two key ways staff find and validate documents

In the Contracts module > Pending Validations tab

Pending Validation tab is the go-to for staff to work through outstanding validations

• Click Validate Attachment
• Accept?  Done!  
• Need to Reject?  Email Customer if needed, then reject. 
  • If you click Reject, you will have to go to the customer record or the ticket system to contact the customer

In the Contracts module > Kiosk:Today / Online: Last 60 days tabs

These tabs offer a quick link to validate the attachment.  

If your workflow involves validating a waiver document, these tabs will be useful as part of the "one off" workflow of validating then checking in a customer

Click Validate Attachment and staff go through the same flow shown above.

Validating Attachment from within the Contract

Attachment can easily be viewed and validated if you are looking at the contract.

This shows from the customer's record, but anywhere you can view the contract will allow you to view and validate the attachment.

Contracts show with red text when the contract has an attachment pending validation or a customer requirement is invalid.

Click Validate to get to the attachment validation window and accept/reject (same view as shown above)

Staff Manually adding attachment (and by default validating)

Staff can add the attachment in-gym - upload pdf or use webcam to capture photo. Add this way validates immediately - it does not go to the Pending Validation window:

• • In Customer Record > Attachment Tab
    
    
  • Within the Contract view

If configured correctly, the attachment is being used in the segment to create the customer requirement, so adding the correct attachment type resolved the customer requirement flag

Customer no longer qualifies and needs to be changed

You can manage these in Bulk - see Customer Requirements for more info.

Staff can also deal with them as needed per your business rules

Enrollment Requirement: Move them to a valid enrollment type. Redpoint will apply new pricing and suggest the invoice to collect the difference in dues.

• Edit the Contract and go to the Customers Tab
• Move the customer to the correct enrollment type.
• For recurring plans, and prepaid plans that have not started yet (confirmed contracts), Redpoint will calculate the difference in dues owed and suggest it in an optional invoice.
  
  
• Accept pricing to change price of the contract 
  
  
• Create Prorated invoice toggle - leave on to create invoice, turn off to skip the invoice.  
  • Recurring Contract: toggle off to leave new dues in place for next billing without charging a prorate
  • Prepaid: generally keep toggle ON - you are collecting the difference in cost owed for the prepaid contract.

Promo Code: Edit contract and Remove the promo code (on the General Tab). Accept pricing changes as needed (similar flow to above).