Managing and Understanding Concession Balances
Concession balances are unique to each account holder in a household. When your online store sees a Concession Credit product was purchased using a parent’s email address, the credit goes to that parent’s account. If a caretaker for the family has their own sub-account, and that person pays using their email address, the credit goes to the caretaker.
The Primary Purchaser can manage each sub-account’s balance from the Member Dashboard > Balances. They can assume the debt of another sub-account or give pre-paid credit to one of their sub-accounts. They can also take back any positive credit a sub-account has.
Front Desk attendants can see how much credit each account in a household has by tapping the amount the account being viewed currently has. At the attendant’s discretion they can switch to a different household’s account to deduct funds for a purchase if the current account can not cover a purchase. The system will not automatically make assumptions regarding who to withdraw available funds from.
Understanding why Concession changes apply only to the member selected
Let’s look at the following Concession Credit example…
Mom (Primary Purchaser) – Has $0 in her account
Dad (Sub-Account) – Owes the club $5
Son (Sub-Account) – Has $20 in his account
Caretaker (Sub-Account) – Owes the club $15
Scenario 1: Mom purchases a Concession Credit product for $20. Her account goes from having a $0 balance to $20. Our system will NOT automatically assume her $20 purchase is meant to make Dad and the Caretaker have a $0 balance. Mom might be okay with absorbing Dad’s debt, but probably would not want to do that for the Caretaker.
💡 Mom has the option to go to the Member Dashboard > Balances section and square away Dad’s debt and the Caretakers debt if she so chooses.
Scenario 2: Dad, already $5 in debt, has a Skittles addiction and goes to the Snack Bar attendant who is using our iPad app to deduct concessions. If club policy allows Dad to go further in debt, the attendant simply deducts the amount of another pack of Skittles. The amount deducted is NOT being taken from another household account. Remember only the Son has a positive balance of $20 and for the sake of this example, let’s consider that allowance money that should be off limits to other family.
💡 We are not assuming every household account is willing to blindly cover another accounts negative balance.
Scenerio 3: Dad again. He’s up to 3 packs a day now and racked up more debt. The club policy has changed and the attendant has been told to cut him off. When viewing Dad’s account, the attendant has the option to tell him his Son has a positive $20, and he could pull up the Son’s account and deduct money from him instead.
💡 Both Dad and the attendant are aware that money is being pulled from the Son’s account. If the Son questions why he has less in his account, Dad already knows why.
A little more work for attendants is less work for you!
Although it might be easier for the attendant to make a single transaction that pulls available funds from every household account that has a positive balance, we have found this actually leads to far more confusion among the members (e.g. “I thought I had $20 in my account, where did it all go?”).
By making the attendant and member aware of who has what funds available (and possibly switching members selected), your volunteer Board, staff, and us at PoolDues end up doing less investigating as to the trail of concession deductions.