What do the red asterisks and numbers mean on the Service Hours page?
Once the yearly obligation is generated for all the accounts, the system continuously monitors membership charges. A red asterisk will appear under the “Yearly Obligation” column if any of these conditions are true:
A brand new account is added to your team.
Account status changed from Active to Non-Active or vice versa.
New member added to or removed from the account.
Member status changed from Active to Non-Active or vice versa.
The asterisks simply visually indicate something has happened with the account. They do not affect anything financially.
My team originally set the per-account obligation to 20 hours per year, but decided to change it to a new obligation amount. What are the steps that I have to take?
Set the new amount in the Settings tab.
Go to the Service Hours tab.
Select all accounts.
Click Actions.
Click Multi-Reset Obligation to increase or decrease the yearly obligation for every account.
I want to generate service hours invoices more than once a year. How do I do this?
After the system hits the 1st of the “First month of fiscal year,” generates the invoices, and resets all amounts, you will want to follow these steps:
Go to the Settings tab.
Change the First month of fiscal year to the next period.
Click Save Settings.
It will generate invoices again once it hits the next 1st of the month you picked. Changing the month does absolutely nothing until that next period arrives. (i.e., no balances, hours, or obligations are affected.)
My billing system is not active. How does this affect things?
With an inactive billing system, service hours simply become a place to monitor hours worked. Nothing ever gets automatically reset nor are invoices ever generated. If you arrive at a new season and want to reset everyone’s hours worked and obligations, here are the steps:
On the Service Hours tab, set the Account Status filter to Active (or whatever filters you want).
Check the boxes next to the desired account.
Click Actions.
Click Reset Balance.
Enter 0 in the Balance Hours field.
Click Save.
This will reset the Yearly Obligation, Worked, and Balance amounts all to 0 and create a new “Invoice Created” date in the Account History.
Select the same accounts again and click Reset Yearly Obligation.
Enter the number of points/hours.
Click Reset.
What if I want an account without members to have obligations as well?
Accounts with a red NO in the “Non-Free Active Members” column will not automatically receive a new Yearly Obligation. The number will reset to 0 in the first month of the fiscal year. However, if they have an obligation but do not meet it, they will be billed like everyone else. So if you want them to have an obligation, you will need to manually select those accounts and use the Reset Yearly Obligation action to manually set it.
Who can manage the Service Hours system?
Any account with Service Hours permissions.
Can each Account go in and look at their own service hours? Can they adjust them themselves?
Yes, an individual can view their obligation and up-to-date balance under My Account > Account Info > Service Hours.
No, an individual cannot change either the yearly obligation or post hours. Only a Service Hours admin can perform these tasks.