Product documentation

Accounts

Accounts represent organisations you interact with in Administrate. These can include customers, prospects, suppliers, or any other organisation you track. Any…

Accounts represent organisations you interact with in Administrate. These can include customers, prospects, suppliers, or any other organisation you track. Any organisation known to your business is treated as an Account.

Table of contents

Terminology
Customer An Account you trade with financially (for example, invoices and payments).
Prospect An Account you expect to trade with in the future, typically managed within your sales pipeline.
Individual An Account intended for a single person rather than an organisation. Opening the Contact record for that person redirects to this Account’s screen.
Owner The Administrate User responsible for managing the Account.
Parent Used to create Account hierarchies linking related organisations.
Root Account The highest-level Account in an Account hierarchy.
Default Approver User responsible for approving purchase orders related to the Account.

View Accounts

Navigate to CRM → Accounts or use the search icon to find Accounts.

The Account screen consolidates:

  • Account details
  • Contacts
  • Bookings
  • Tasks and documents
  • Purchased events, split into Registrations and Private Events subtabs. The Private Events grid lists each event’s dates, Personnel, Location and status alongside its invoice and revenue.
  • Financial records

Create an Account

  1. Search for the Account name first.
  2. If no match exists, click Create New Account.
  3. Complete the form and click Save.

Tip: Always search first to avoid duplicates.

Edit an Account

  1. Search and open the Account.
  2. Click Edit Account.
  3. Update fields and click Save.

Delete an Account

  1. Open the Account.
  2. Select Edit → Options → Delete.
  3. Confirm deletion.

Important: Accounts with dependencies cannot be deleted.

Reporting

  • Custom Reports
  • Accounts by Industry
  • Accounts by Owner
  • Clients by Country

Account Hierarchies

Use hierarchies to represent parent-child relationships between organisations.

  1. Open the child Account.
  2. Edit and set the Parent.
  3. Save.

Training Tokens

Training Tokens are pre-paid credits that can be redeemed for training later.

Balance

Each token issue appears as a separate row. Tokens with the earliest expiry are used first.

Transaction History

  • Buy – Tokens issued
  • Redeem – Tokens used
  • Refund – Tokens returned
  • Adjust – Manual changes
  • Expired – Tokens forfeited

Venues

Accounts can represent venues such as hotels or training locations.

  1. Mark the Account as a venue.
  2. Add locations under the Events tab.
  3. Assign venues to Events.

Further Configuration