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Managing a Collection

Managing a Collection

Owned by Julian Dicks
Last updated: 20 May 2020 by Lauren Sauerbier (Unlicensed)
6 min read

 

Now that you’re created a collection you’ll end up in a collection management screen similar to this:

Let’s run through the different parts:

[<] - Return to the Collections Overview screen.
[Actions] - Menu of less frequently used tasks. Described below.
[Refresh] - Refresh the page, necessary to show any changes that have come in since you last refreshed the page.
[Status: ???] - Show the current status and allows you change to one of the permitted states as described in Collections Explained.
[ .... 🗓][+] - Input the date and click [+] to add a reminder for that date. Described below.

The right area contains the list of reminders, the collection close date, the event date details (if applicable) and representation of the collection type.

Below the button toolbar is the Collection Statistics that will show you the counts and totals collected by payment method. Described below.

The Actions Menu

Here is a collection of actions that are used less frequently:

  • Edit Collection - You are taken to the form that allows you to adjust a few of the collection settings.

  • Add Members - Use the Member Selector to add more members to your collection.

  • Add Staff - Use the Staff Selector to add staff to your collection. See How to add staff to a collection.

  • Add by Code - Add any Karri user to the collection using their Karri code. See How to add using a Karri code.

  • Clone Collection with all members - Create a copy of the collection with all members (paid and unpaid) into a new Pending collection.

  • Clone Collection with only Pending members - same as above but only members that are marked as pending.

  • Clone Collection with No members - same as above but with no members. Useful when re-creating a collection from last year for example.

  • Excel - Export View - Export the summary view (i.e. by member) to Excel.

  • Excel - Export Transactions - Export all transactions to Excel.

  • Excel - Export Agreements - (for collections with agreements) - Generate a report of all signed agreements.

  • Excel - Export Attendance - (for attendance collections) Generate an attendance report in Excel.

  • Create list from Members - generate a new list from the list of members in this collection.

Managing Reminders

Karri sends out reminders to any member that has not paid or dismissed the collection by the time the reminder is set to go out, typically 7am. Adding reminders is as simple as picking a date and clicking the [+] button. Deleting is simple as using the Delete button below each reminder. Reminders in grey are in the past and can’t be adjusted.

Some fixed rules for reminders.

  • You have the ability to add up to 6 reminders for your collection.

  • You can’t create reminders within 3 days of another reminder

  • They are sent at 7am

There is no evidence that sending lots of reminders improves payment rate for a collection. Try to send no more than what is deemed appropriate for your members.

By default Karri creates a set of reminders along the following schedule.

It is important to record payments from members even if they did not come through via Karri. This is because reminders will still be sent through to those members because, as far as Karri is concerned, they have not paid!

Collection Statistics

These are the counts and totals of the amounts paid in. Important to note that it shows you the counts and totals collected by payment method.

The values reflect the amount of money that has come in on that specific payment channel.
The counts reflect number of members that are in that state.

If a member pays twice, the count will only reflect the fact that they paid, not the number of payments.

If a member pays in multiple payments across multiple methods, the values will reflect the totals actually received by method which can lead to confusing views if you tried to correlate the counts and values.

Searching and Filtering

List - Select a list from the list drop-down to filter the members by those that are in the selected filter
Name - Type in part of the member's first or last name to restrict the list to members whose names match.
Status - Select one of the member statuses to restrict the list to those members that match that payment method or status.

The Invite Indicator

When the collection is opened (status set to Open) , invites are sent to all members (and their subscribers). To the left of the member’s name is an envelope, this indicates whether the member received the invite or not.

If it is still greyed out, then the member or the member’s subscribers are not set up to receive invites (or have invites disabled). It is worth investigating why and resolving as it will prevent them from paying unless there is another way to inform those members (and subscribers).

The Member’s Name Button

Each member’s name is, in fact, a button that will take you to their record in the system.

The Payment Method Summary Bar

In the list header you’ll see a stacked bar graph slowly start to build up as payments come in. It reflects the ratio of the payment methods coming in. You can hover your mouse over the graph to see the actual percentages.

The Quick Pay buttons

Besides indicating the status of the member’s payment, it allows organizations to quickly allocate payments by just clicking on the cash, eft or card buttons, or dismissing for the member by clicking the dismissed button.

The Karri button can’t be clicked as it reflects payments made through the Karri App.

The Action Buttons

The icon allows you to record payments.
The [X] is available to remove the member from the collection as long as there are no transactions against their account.
The [i] button will show you the transactions relating to the selected member.

 

Requires canViewCollections and canEditCollections permissions.

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