This article covers the staff workflows for validating attachments set to require validation. For information on Configuring attachments that require validation, see this article here.

Ways to Validate Attachments

From the Contracts module > Pending Validations tab

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

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

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

These tabs offer a quick link to validate the attachment created by the contract.  

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. This is especially helpful when they have completed it on a kiosk in the gym.

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

1. Click Validate Attachment
2. Accept? Done! 
3. Reject? Let the customer know and have them complete the contract again.

From within the applicable Contract

1. Expand the Contract
2. Attachments tab
3. Click Validation link
   
   Contracts show with red text when the contract has an attachment pending validation or a customer requirement is invalid.
   
   

Staff Manually adding Required Attachment (and by default, validating)

For a situation similar to a student's required verification is marked as pending validation, staff can complete the process directly in-gym by uploading an attachment in one of the following ways:

• Upload a PDF
• Capture a photo using a webcam

If the attachment settings are configured to expire, leave the expiration date OFF when manually adding the attachment.  The system will apply the expiration date per the attachment type settings.

Attachments added this way are automatically validated and do not appear in the Pending Validation window.

• • In Customer Record > Attachment Tab
    
    
    
    
  • Within the Contract view, on the Enrollments tab
    
    

When configured correctly, the attachment is linked to the segment that generates the customer requirement. Therefore, adding the correct attachment type automatically resolves the customer requirement flag.

Customer No Longer Qualifies / Needs Updating

You can manage these in Bulk. See Customer Requirements for more info. Staff can address them as needed.

Change Invalid Enrollment

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

1. Edit the Contract and go to the Customers Tab.
2. Move the customer to the correct enrollment type. Remove them first, when adding them they will be in the Recent on Workstation tab in search.
   
   
   
   
3. 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.
   
   
4. Accept pricing to change price of the contract.
   
   
5. Create Prorated invoice toggle: Leave on to create invoice, or 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.

Remove Promo Code

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