How to Set Up Service Hours
NOTE: The Service Hours module uses the terms "Yearly" and "Hours”. Think of these in terms of sessions and hours of credits.
Each time your service hours module rolls over per Step #1, you will need to return to the system setup tab and move Step #1 to the next month you would like.
Step 1 - Fiscal Year Setup
This DOES NOT accurately represent what this designator means. It’s billing terminology only. This is the month you want to roll your service hours. If you roll your service hours (ie, reset the obligation and bill unmet hours/credits) quarterly, for instance, you will change this month four times a year instead of once.
Select the month that you want to roll. If you select February, it will roll, update obligations, and bill on February 1st during the billing cycle.
Step 2 - Hours Requirements
This is the obligation that your accounts need to work per session. This does not need to be per year.
It will reset your accounts and apply this number based on step #1.
Step 3 - Late Penalty
This dollar amount will multiply against the amount of unmet obligation hours/credits not met in step #2 and be charged on the month selected in step #1.
Step 4 - Service Hours Administrator
This gives you the ability to select any account, no matter what admin level, and have them administer the Service Hours Module only.
How to Manage Service Hours
NOTE: SportsEngine Motion suggests manually setting the obligation the first time you set up this system. By doing this within this area, you can set step #1 in the Service Hours System Setup to the month you want the system to roll for the first time.
1 - Filters.
Use filters to bring up select accounts.
2 - Reset Yearly Obligations.
Select all or individual accounts and use this option to manually apply the obligation. This DOES NOT need to be a yearly obligation. This will be the obligation for the period you set the system for.
If you do your system quarterly and it’s 10 hrs/credits quarter, then place 10 in the obligation field.
3 - Reset Balance.
Use this option to update the balance.
4 - Reset Service Hours.
Use this option to reset the service hours.
5 - Add Hours Worked.
Use this option to manually add worked hours.
How to View Service Hours
NOTE: Your accounts can see exactly what their obligations are, the jobs they are currently working on, and their history. Once they are logged in, they can go to My Account > Account Info > Service Hours.
1 - Account Name
The account name as set up in Org Tools > Accounts.
2 - Non-Free Active Members
Any active athlete that is in a billing group not designated as ‘Free’. All athletes will be listed here. If you see a red ‘No,’ this account will not have an obligation applied unless done manually. The ‘No’ designator indicates that this account has no paying members in the recurring billing system.
3 - Account Status
This is the status set in account/member admin.
4 - Yearly Obligation
The obligation amount set in step #2 or using the multi-reset yearly obligation. Remember this DOES NOT need to be yearly.
5 - Worked Hours
This amount will update automatically if you use the jobs module and set the jobs as ‘worked’ within. Otherwise, you can manually use the ‘New’ button to add hours worked.
6 - Balance Hours
This is the difference between the obligation and the hours/credit worked.
7 - Obligation Status
Shortage: The account has not worked enough hours to fulfill its Service Hours obligation.
Overage: The account has worked more hours than required to fulfill its Service Hours obligation.
Complete: The account has completed the service hours obligation.
No Invoice: The system did not assign Service Hours to this account. (IE. The member joined in the middle of the year)
8 - Account History
Click the Obligation Status to view the account's service hours history.
How to View Service Hours Billing
On the first day of the month (selected in Step 1), the system bills members and resets everyone’s hours to the amount specified in Step 2.
Use the Billing Simulation Report for the service hours billing month to verify all accounts and review any pending charges before billing.
