All settings relevant to your organization (will apply to all schools) can be managed here. This includes:
- Organization Name
- Tax ID
- Organization Logo
- Separating Color Belt and Black Belt Awards
- Organization Admins
- Linking Billing Feature (Note: If you are a multi-school organization and want to have different accounts for each school, link via your school settings instead).
- Selecting various organizational requirements (such as requiring contract numbers when selling memberships, auto-approving students for testing when they receive their tip, and adjusting the age that students are considered a part of your adult program).
- Adjusting Payroll Intervals.
Enable Online Contracts
Online Contracts - This eliminates the need for paper contracts. All contracts can be generated online with electronic signature capture. Contracts will automatically be emailed to the school and buyer with an archived completed PDF of the contract stored for future retrieval.
If you check the box for Enable Online Contracts you will have the option to complete the contract online (select Sign Contract at the bottom of the Contract/Financial screen) or complete the contract in your usual paper manner (select Contract Sold at the bottom of the Contract/Financial screen).
The actual legal contract terms are school specific and need to be entered by you. While on the same organization settings page, select Contract Terms at the bottom of the screen so that you can add/edit the legal terms of your specific school contract.
If you select either Enable Online Contractsor Enforce Online Contracts you will also need to capture any staff member's electronic signature that will be completing contracts. To do this go to Settings/Staff.
ONLINE CONTRACT SIGNING PROCESS
- If you select Enable online contracts you will have the option to complete the contract online (select Sign Contract at the bottom of the Contract/Financial screen) or complete the contract in your usual paper manner (select Contract Sold at the bottom of the Contract/Financial screen)
- If you select Enforce online contracts you will be forced to gather all signatures electronically during the contract process (select Sign Contract at the bottom of the Contract/Financial screen).
- If you have selected Enforce auto billing (you would select this in Settings/Organization and must be set up with USAePay) or choose to do automatic payments, the first signature that will be required is payment authorization for a credit card or checking account.
- If you have elected not to do automatic payments you can select Waive at the bottom of the screen. This will cause the screen to be grayed out and you can then select Next at the bottom of the screen.
- If you change your mind and elect to do automatic payments you should select Authorize and it will bring you back to the payment authorization screen.
- If the student is a minor there will a signature required for consent.
- The last signature required is for the contract legal terms.
- After the completion of all of the required signatures you should select Complete at the bottom of the screen.
- This will bring you to a display of the completed contract including payment terms, payment schedule, legal language, payment authorization (this will be crossed out if waived) and all signatures.
- Select Return at the bottom of the screen to bring you back to the contract summary page.
- A pdf will be generated for the contract and automatically emailed to the school, to the adult contact, and to the payer based on whether email addresses are available. A link to the pdf will also be maintained as part of the student profile and will display when the contract is selected from the student profile.
- If you need to print the contract you can select the signed contract icon that appears under the membership options box and you will have the option to print.
- Selecting Export to pdf will generate a pdf of the contract summary, not the actual contract
Enforce Online Contracts
Online Contracts - This eliminates the need for paper contracts. All contracts can be generated online with electronic signature capture. Contracts will automatically be emailed to the school and buyer with an archived completed PDF of the contract stored for future retrieval.
If you check the box Enforce Online Contracts you will be required to complete the contract process online and gather all signatures electronically (select Sign Contract at the bottom of the Contract/Financial screen), there will be no other option.
If you want to enforce online contracts, both the Enable Online Contracts AND Enforce Online Contracts boxes need to be checked.
The actual legal contract terms are school specific and need to be entered by you. While on the same organization settings page, select Contract Terms at the bottom of the screen so that you can add/edit the legal terms of your specific school contract.
If you select either Enable Online Contractsor Enforce Online Contracts you will also need to capture any staff member's electronic signature that will be completing contracts. To do this go to Settings/Staff.
ONLINE CONTRACT SIGNING PROCESS
- If you select Enable online contracts you will have the option to complete the contract online (select Sign Contract at the bottom of the Contract/Financial screen) or complete the contract in your usual paper manner (select Contract Sold at the bottom of the Contract/Financial screen)
- If you select Enforce online contracts you will be forced to gather all signatures electronically during the contract process (select Sign Contract at the bottom of the Contract/Financial screen).
- If you have selected Enforce auto billing (you would select this in Settings/Organization and must be set up with USAePay) or choose to do automatic payments, the first signature that will be required is payment authorization for a credit card or checking account.
- If you have elected not to do automatic payments you can select Waive at the bottom of the screen. This will cause the screen to be grayed out and you can then select Next at the bottom of the screen.
- If you change your mind and elect to do automatic payments you should select Authorize and it will bring you back to the payment authorization screen.
- If the student is a minor there will a signature required for consent.
- The last signature required is for the contract legal terms.
- After the completion of all of the required signatures you should select Complete at the bottom of the screen.
- This will bring you to a display of the completed contract including payment terms, payment schedule, legal language, payment authorization (this will be crossed out if waived) and all signatures.
- Select Return at the bottom of the screen to bring you back to the contract summary page.
- A pdf will be generated for the contract and automatically emailed to the school, to the adult contact, and to the payer based on whether email addresses are available. A link to the pdf will also be maintained as part of the student profile and will display when the contract is selected from the student profile.
- If you need to print the contract you can select the signed contract icon that appears under the membership options box and you will have the option to print.
- Selecting Export to pdf will generate a pdf of the contract summary, not the actual contract
Enforce Auto Billing
If you check the box Enforce Auto Billing it will require that all billing be done through Mastermind using USAePay. This needs to be set up separately with USAePay prior to making this selection.
If you check the box Enforce Auto Billing AND are have using online contracts (Enforce Online Contracts or Enable Online Contracts), you will be required to capture an electronic signature from the payer during the contract process authorizing payment for a credit card or checking account.
Contract Terms
If you select to Enable Online Contracts or Enforce Online Contracts you will need to enter your school specific legal contract terms. Do this by selecting Contract Terms.
Legal terms for the contract can be added at the organization level is if there is one identical contract for the entire organization. If there isn't anything added or different at the school level, it will pull the terms from the organization level. If you have multiple schools that use different legal language or require a different school name, address, etc., you will need to make those changes to the legal terms at the school level. These terms will be incorporated into the contract pdf.
Use Base Prices
Base Prices with Discounts allows you to streamline membership option maintenance, reduce the risk of staff error during contract entry, improve contract uniformity within your organization, as well as create a way to audit what discounts have been applied to all of your contracts.
The base price the you will enter for each of your membership options should be your undiscounted membership price. All discounts that you offer in conjunction with any of your membership options (additional family member discounts for example) will be entered separately by selecting Discounts from the bottom left of the screen while on the Settings/Membership Options page (this option to enter discounts will only appear once you have checked the box Use Base Prices).
Once you have selected the box Use Base Prices you will need to go to Settings/Membership Options to implement.
Please note that when you elect to Use Base Prices all staff with the organization level role will still be allowed to edit the base price and discount fields in the financial information section of the contract. This essentially allows them to override all controls that base pricing provides. Any staff with other previously created roles (ex. School Manager and Staff) will not have those permissions. In order to take full advantage of the controls that base pricing and discounts provides, this should not be changed. If, however, you choose to grant that permission to additional staff members, it will need to be changed by going to Settings/Roles.
- Settings/Roles
- Select Edit for the role for which you would like to add this permission.
- Permissions
- Select General to allow that role to edit both base pricing and discounts in the Financial Information section of the contract.
- Select Edit Base Pricing to allow that role to edit base pricing only in the Financial Information section of the contract.
- Select Discounts to allow that role to edit discounts only in the Financial Information section of the contract.
Allow EFT/Allow Credit Card
Selecting "Allow EFT" will enable the option for buyers to enter electronic bank account information (i.e. checking/savings account) for billing when completing a contract e-mailed to them. Selecting "Allow Credit Card" will allow customers to select the option to enter credit card information for billing when completing a contract e-mailed to them. If either option is left unchecked, it will be hidden from the customer.