Shared accounts

A shared account is one balance that several customers can charge to. Use it for:

• a family, where parents fund the account and the children spend from it;
• a corporate client, where staff charge to the company's tab;
• a committee or board, where meeting costs go on one account.

Each shared account has a primary account holder, who is responsible for it, and members, who can charge it. Members keep their own house account too, so at the till the cashier picks which one to charge.

Turn on shared accounts

An admin turns them on in Settings → Shared accounts. Manage them from the same page with Manage next to Accounts.

Create one

1. Go to Shared accounts and click New shared account.
2. Give it a name (for example Smith family), pick a type (Family, Corporate, Committee or Other), optionally a label of your own, and choose the primary account holder.
3. On the account's Members tab, click Add member for everyone who can charge it, and set each one's spending limit.

Spending limits

Each member has a limit on the shared account. The primary holder has none.

• No limit. They can spend up to whatever the account has available.
• Allowance. They can spend up to an amount. When it's used up, the primary holder (or staff) tops up their allowance by adding to it, or resets it to the full amount.
• Monthly. They can spend up to an amount each calendar month. It resets on the 1st, in your timezone.

A refund to the shared account gives the member's allowance back. Top-ups don't count against anyone's limit.

A default for new members

Add member starts with a limit already filled in, so you don't type the same allowance every time. Set the club-wide default in Settings → Shared accounts (No limit, an Allowance or a Monthly amount). To use a different default for one account, open its Settings tab and choose Default limit for new members; Club default follows the club-wide one. The default also applies when the primary holder adds someone in the member portal, and it's never more than the account's credit limit. You can change the limit for each person as you add them.

Money on the account

• Top-ups. Anyone on the account can top it up at the till (choose the shared account under Charge to, then Top up) or online from their account portal. The money goes to the shared account, not to the person who paid.
• Credit. An owner can let the account run a tab with Credit on its page, the same as a customer's own account. A corporate account usually runs on credit and gets a monthly statement.
• Adjustments. Owners can adjust the shared balance with Adjust balance.

At the till

Scan the member's pass. If they're on a shared account, a Charge to choice appears above Use credit: their own account, or the shared account with what they can still spend on it. Choose it before Use credit, Top up or a refund.

What everyone sees

Both find the account under Shared accounts in their account portal.

A card of its own

On the account's Card tab you can give members a separate wallet card for the account, in its own colours and artwork, for example a corporate card. Scanning it charges the shared account only. It shows what that member can spend and updates by itself. The member who spends gets a notification; other members' cards update silently.

Send each member their card from the same tab, or they can add it from the account page in their portal.

Each type can have a default card, so every corporate card looks alike without designing each one. Set them on the Shared accounts tab at the top of Pass design. Each type shows how many accounts use it, and saving updates their cards in golfers' wallets. An account uses its type's default until you change a colour or image on its own Card tab; whatever you leave untouched keeps following the default.

Closing an account

On the Settings tab, an admin can close the account. Members can't charge it any more, but it still takes payments, so anything owed can be settled. Reopen it the same way.