Once admin creates questions for the course, sets up the questions with the “radio” type, he/she is able to track how many participants have agreed to each option.
Here are a couple of examples of how this form behaves:
Previously, to change the status of participants on the Course tab, an admin could select only 10 participants per iteration what makes this process inconvenient and time-consuming.
Taking into account the feedback that it takes too long to mark all participants at an event as “participated”, the limit has been changed. Currently, an admin can select 100 people registered to the course at once and change their status.
Admin is able to change the status of those who haven’t shown up. For these people a new status is added, as well as a new email template. Once you’re changing the participant’s status to Haven’t finished, it’s up to you to decide whether you’d like to send an email regarding this change.
With the growth of the entities’ number in the system, especially members and invoices, the requests to the database became far larger and heavier. This made a way more difficult for the system to generate reports for a large number of entities. Moreover, once a big report containing information of thousands of members, has been generated, sometimes it used to overload the system and lead to error 500.
All in all, we’ve analyzed the requests to the database and made the refactoring of the reports generation process for members and invoices.
Previously, requests to the database were made for each entity separately so when a report has been generated, 1 request per each member and invoice has been created and thus it overloads the system.
Currently, instead of creating hundreds of requests, the system makes a bulk request to the database for all the entities at once, which significantly reduces the system load and allows us to generate reports for thousands of entities.
In accordance with the requirements of the Accounting Act, the system will clean up all related data for the invoices that have been issued more than 5 years ago. Each year, on Jan 1 Choo i Skyen will check up if there are any invoices that have been generated more than 5 years ago, and delete them, including all related data.
NB: this change means that product statistics will keep showing statistics over the last 5 years only.
This release has been dedicated to updating the way of how the system works with credit notes. The updated version of credit notes logic has been shared to all customers for discussion. After getting approval from your side, the new solution is launched in accordance with the requirements described inside the initial document with minor updates.
Briefly saying, the main points of a new solution are the following:
Please inform our support in case you’d like to receive a detailed presentation regarding credit notes changes.
NB: old credit notes stay without any changes. Due to the fact of the logic updates, all reports will be up and running for the new credit notes only (meaning those that will be issued after release launching).
Now admin is able to get more information about members’ subscriptions using the extended report on members’ overview. The following columns have been added for covering this need:
In case one member has several subscriptions, their data is shown in a corresponding data separated by a comma.
Administrator can generate Financial report for the issuer from back-end payments list. In the report all payments, generated in selected period, will be shown. Total sums of all payments (with and without MVA), grouped by payment division, account and all MVA categories are shown.
Super administrator can add/edit/remove labels list for companies on the separated page in back-end Settings (“Relations” category). Administrator can assign/remove labels to each company on back-end company contact card. Assigned labels will be shown on front-end company contact card in Read-only mode. Administrator can filter companies list by label name. Labels option is also added to back-end companies extended report.
You can add a field with this type to the member contact card on back-end and/or My page. A user can upload a file up to 8Mb size.
Previously, there was a limit of 10 invoice issuers for setting up of invoices. Now, this limit is increased up to 100 invoice issuers for each organization. That’s why we changed the KID generation process. Using the same 17-digits number, now the structure is as follows: “AA BBBBBB CCCCCCCC D” AA – issuer internal ID, BBBBBB – target ID (member or company), CCCCCCCC – organization invoice number, D – control sum.
Previously, CiS copied courses without course products. Now, the system copies courses with the products (including special prices and discounts), saving their connection to the course registration questions. But for each course product, the system will create a new one for the copied course, so, in the product statistics, it will be different items.
As a level leader or administrator needs to follow up on the payments in the local/county team or inside the organization, a new column “Is the last membership paid?” was added to the member list both on My Page and Back-Office. This field contains one of 2 options: “Yes” (for Paid/Overpaid invoices) or “No” (for all other invoice statuses). A new field was also added to the filter block, and to the member card.
How it works: The system checks all the member active membership subscriptions and finds the invoice for the current period (or the previous period if there wasn’t still any invoice issued for the current one). The period is got depends on the subscription period length (1, 3, 6 or 12 months), so, it could be different for different subscriptions. Then it shows the “Yes” option only if the invoice for all the subscriptions has the “Paid” or “Overpaid” status (Credited invoices aren’t counted).
A very new opportunity was added to the system – now administrators and level leaders can tag people using the list of labels, set up for each association. Labels are set up by an administrator in the Back-Office Settings. The same list for all the levels of the organization.
Also, a filter per labels was added to Back-Office and My Page and it is developed now as autocomplete.
A new column was added to member / level / company list in the back-end. All active subscriptions for each entity are shown with the opportunity for exporting/printing.
One more option has been added to the back-end Documents page shown in Settings. Administrator can set a link to an external site, and its content will be shown on the Documents page on My page instead of regular article content.
New members widget on Dashboard (placed in the back-end) was divided into two separate lists: latest new members (with active membership / family subscription) and not-members (without active membership / family subscription). Each of lists contains the link to member list to see the details.
A new filter is added on the Persons’ overview – plain text search by person’s role/position within a level or a company.
To use it: go to BackOffice – Persons’ overview (Personer) – find Registrering/Roller inside filter block.
A new column is added to the Persons’ overview – Level (Enhet). The column shows a list of the levels, where a person has an active role/position.
How to find: go to BackOffice – Persons’ overview (Personer) – click on the ‘edit’ icon, choose Level (Enhet) and save changes.
In accordance with Norwegian law, the postcodes were updated in the system. It was checked a total of 5093 places with postal codes according to the newest complete list of postal codes for Norway. Updating the postcodes was made regarding the postal number, new county number, name of the county.
During the last few months, we’ve been working on the new design of the BackOffice, and now are happy to launch an updated version of Choo i Skyen, providing a better user experience to all the administrators. Please take a look and let us know how you feel about it.
How to find: log in to the BackOffice and enjoy!
Now the structure of PDF invoices has become more convenient. The information about the invoice issuer is placed now under the company logo on the right. Also, the currency was added to the payment column to avoid misunderstandings in the payment of the invoice.
A very new opportunity has been added to the system – now an organization could set the invoice issuer as the one who can’t issue an invoice with any MVA category except 0%. Once the invoice issuer is marked as “Not MVA”, there is a limitation to creating products for this issuer only with 0% MVA category.
Invoice issuer that belongs to “Not MVA” category proposes its product with zero MVA, this limitation are applied for:
These changes could be applied to the existing issuers as well. Please contact us if you need to make the “Not MVA” issuer with the MVA category 0% only.
An administrator in the CiS system is able to organize different accounts, account places, and MVA categories into сourse product category to use it later. This set of parameters is connected to the invoice issuer. Course Administrators can manage сourse product categories for all product lines from My Page as well.
An administrator manages a list of сourse product categories in Settings. He can’t delete the course category, but the admin is able to set the “Inactive” status. Inactive status means that this category will not be shown for all new courses created after status changed, so it does not affect all existing courses.
NB: By default, the project number is set as “Not defined” for all course products. If “Not defined” category is selected then it can’t be edited from My Page.
In case no course product category is set up for association, the system should work as today.
Admins are able to set the exact time of the event start/end, using a time field instead of the old dropdown.
A certificate about course participation could now be generated and sent to the course participant. Administrator and/or Course Administrator can choose whether to send a certificate via e-mail during changing the participant status to “Attended”.
Additionally, there is a button “Send certificate” on a course: an Administrator and/or Course Administrator is able to pick participants having “Attended” status and send them out an email with a certificate at any time. So, a new email template was added in the back-office Settings.
Also, course participant having “Attended” status is able to download the course certificate as PDF from the course page on My Page at any time.
The template for the course certificate could be customized for each organization. The default view is as on the following screenshot.
We’re looking into adjustments of the registration form to make it smart and flexible for all the clients and their members. The first step of our roadmap includes the possibility of having dual translations for some fields, and this will be adjusted even more in future (we’re looking forward to having the registration form in several languages).
There is no need anymore to check out members’ roles if an administrator wants to choose all leaders of level or company in the Choo i Skyen system. A new option was developed and added in the BackOffice that greatly simplifies the process. Just select the “Only leaders” option to check out the leaders on the level members list and it will be updated with members having the assigned leader role (with both Read and Write grants).
A new opportunity has been added – sorting by position and grants allows an Administrator to find members with similar roles just in a few clicks.
The process of downloading the reports from the system was improved and now all the numeric fields are exported as numbers it the XLS files. The further managing of numeric data, applying functions for data calculating will be greatly simplified due to the changes for numeric fields in the downloaded file.
The filter by roles has been updated by autocompleting fields on the Member list both in BackOffice and on MyPage. There is no need to print the title of the role each time while searching the members in the system, just start writing a role in the filter and pick up the necessary role from autocomplete fields.
An opportunity to set up a Product list with necessary columns provides an Administrator with a simple managing option for fields. The grid or table with data on the Product list could be edited just in a few clicks in the BackOffice.
Now the system will not ask your members about their roles inside your association’s structure or inside the company. This information will be still available for admins to fill in.
How to use: go to the Registration form – Tilhørighet, and test out your members will not be asked about their roles anymore.
Age-distributed balance is a report that contains information about the non-paid invoices in the system. The age-distributed report includes information about the organization, report period, generation date of the report. An Administrator could check the invoices having the status “Not Paid”, “Partly Paid” or “Pending” and the number of days spent from the due date, so it aims the process of monitoring the payment data in the system. The age-distributed report could be downloaded on the Invoices tab in the system.
Previously, the system used common default templates for all the organizations for sending invoices/copies/reminders and credit notes with Email payment method to Multikanal. Now it works more useful – an administrator could edit the templates for his organization in the BackOffice Settings.
How it works now – there are 5 templates:
- for subscription/manual invoice original/copy
- for subscription/manual invoice reminder
- for course invoice original/copy
- for course invoice reminder
- for credit note
An administrator could edit its subject and body with special placeholders and then it will be used for sending invoices/credit notes to Multikanal or by email directly from the system.
More options have been added to the Extended report on BackOffice Person list. Now an administrator could get more data regarding person roles in levels or companies. What we’ve added:
- For active company roles – Start and End Date
- For active level roles – Start and End Date
- For inactive (both past and future, both company and level) – Level Name, Start and End Date
The system behavior related to the subscription operations has been updated by the changes aimed to improve the processing of bulk actions. Bulk actions for subscriptions were sped up and now the subscriptions could have proceeded much faster. Moreover, the limitations that had slowed down the processing of bulk actions were lifted on the system.
The logic of the system’s behavior in the matter of PO number and Reference was changed in order to improve the user experience in the system. Thus, all parts of the system related to PO number and Reference in the invoices were unified and have the same approach for setting up this information.
The new option was added on MyPage: the participant or member can indicate the PO number and Reference while registration to the course or to the system so the invoice for registration will be easily paid by the company. This option is available on the last step of registration both in the system and on the course. Also, an administrator could manage it later on the participant card in the BackOffice.
If an Administrator creates a manual invoice for a particular person on the Member list or on the member’s card in the BackOffice, there is a possibility to define PO number and Reference if the person is using “Company pays” option. The same solution was applied to creating an invoice to the company on the Company list for one target or on Company card.
The processing of payments has been improved in the system. This means that payment details fields, for example, address or e-mail are required in the system now. The number of invoices with incomplete data will be decreased. Previously, these fields were optional, which led to double-check the invoices by an Administrator and caused inconvenience while sending the invoices.
Changes were developed on the Member and Company card both in BackOffice and on MyPage. Moreover, now it is necessary for a member to fill all this information while filling in payment information fields.
If the method of payment by card is selected, the user also has to indicate all the payment information (address, phone number, and e-mail) if he/she is going to register in the system or on the course.
When an administrator assigns a person to a course, his/her status will be always “Waiting for approval”, even if “Auto-approving” feature is turned on for this particular course. So the administrator can fill in all participant answers on course questions, payment details, coupons and then approve him to trigger invoice generation.
How to use it: In the Backoffice, on a course card “Participants” tab, when adding a new participant to a course, his status will always be “Waiting for approval”.
The approach to managing a refund for invoices with status “Credited” was changed. Now credited invoices could have two statuses – “Credited” and “Credited without refund”.
“Credited” means that no changes could be applied to the invoice. Status “Credited without refund” for invoices gives an opportunity to send the refund after crediting the invoice.
An Administrator could set up the status in the next way:
- Open the card of paid invoice and changes its status to Credited
- Specify the date for the credit note generation in the pop-up window shown by the system. Please note today’s day is set up by default.
- Answer the question “Would you like to add refund transaction as well?” by clicking on one of 3 buttons: “Credit and Refund”, “Just Credit”, “Cancel”
If an Administrator clicks on the “Credit and Refund” button, the system generates a credit note and refund for the whole paid sum.
If the “Just Credit” button is chosen by an Administrator, the system generates a Credit note without a refund transaction. An Administrator could add a refund at any time for the invoice with “Credited without refund” status.
- Open “Credited without refund” invoice Transaction tab
- Press “Add refund” button and choose “Add refund” or “Cancel” button
The new counters were added to the system for summarizing the statistics over the products. The counters were added to calculate the using number and total sum for products selected on the Product list in BackOffice.
When an administrator assigns a new role in some company or level to a person, such columns as Postcode and City are now shown in the levels list.
How to find: On back-office person card “Relations” tab when adding a new role and selecting a new company/level, then 2 more columns are shown.
Now you can easily find links to all participant invoices for the course from the page with personal participant data.
How to find: On back-office course card “Participants” tab, there is “Registreringsdetaljer” link for each participant, after clicking it, a new pop-up window is opened where you can find links to all the particular person invoices for this course on the bottom of the page (if he has any).
As far as using quick search fields in back-office doesn’t affect targeting items from the list (e.g. export report, sending communications or assigning a subscription), it was a limitation for preventing mistakes, that administrator had to clear this field to proceed. Now this limitation has been removed. Searching still doesn’t affect targeting items. But now we have new lightbox windows with more information. You can now see who is selected as recipients of invoice or subscription and can check all the information before proceeding.
How to find: On back-office member/level/company list when open “Add an invoice” or “Assing a subscription” modal then detailed information about recipients is shown.
On back-office person card “Relations” tab, we now hide all tables with member roles (e.g. Active, future, passed, not approved) if there is no role assigned to the member.
How to find: Back-office person card “Relations” tab
Admins can now send Creditnote to the customer from back-office invoice card via EVRY Multikanal.
– Creditnote for “Email” payment method will be sent by email.
– Creditnote for “Vipps”, “B2C”, “Post” methods will be sent by post.
– Creditnote for “B2B” will be sent automatically to a bank.
How to use: When administrator changes invoice status to “Credited” then new confirmation modal is shown with the question “Do you want to send creditnote?”. If the administrator selects “No” option, then the invoice will be credited but creditnote will not be sent. When selecting “Yes” option – then it will be sent to EVRY and then directly to the customer.
Choo i Skyen system provides a new opportunity for any association to create video conferences based on integrated video streaming service. Video conference may be set up by an Administrator in the BackOffice.
The approach for setting up the video conference on the course is described below. An Administrator could follow the next steps:
- Open to the “Courses” overview and click on the “Add a new course” button;
- Fill in the necessary field and scroll to the “Planning” block;
- Choose “Video streaming course” radio button in “Course type” field while registration a new course;
- Press “Go to video streaming” button and fill in the course information;
- Publish the course.
Moreover, there is an option that simplifies the process of notifying people about the course. Choo i Skyen option allows sending reminders both for the course creator/responsible people and course participants using one of two e-mail templates set up by the Administrator. The first type of reminder is used for the course creator/responsible people and the second one is for course participants. These reminders are sent 2 hours before the course start date and time.
Please note that having an ability to use video conferences requires extra setup and operation fees. Feel free to contact us if you are interested in turning this feature on for your organization.
Previously, it was only possible to use URLs to images in text editors in the back-office. A very new opportunity has been added for course description and system email signature in back-office – administrators can upload an image file and use it in text editors right away.
How to use: On back-office course description or settings “Signature” page, open “Insert an image” modal window, find a new button “Browse server”, select a file from your PC and upload it to the server. Then you can use uploaded image and it will be inserted directly to the text.
Administrators can now see member subscriptions and roles in a company/level directly on a course card.
How to find: On back-office, course card, “Participants” tab, you can find new hidden columns in the list – Subscriptions, Company and Levels. Activate them using the grid/list settings window.