FAQ
How do I compensate for a delayed Monitoring Event activation?
This is a question we get all the time: What do I do if the event was activated more than a day after they client actually started. Fortunately, the solution is relatively easy with our latest update. First, activate the event and record the relevant ...
How do I change a clients location?
Client location is set during the creation of the client itself and doesn't impact the monitoring event process- Agencies are not limited by location settings. Note that users might have location-based permissions setup. Client location can be ...
What is the most underutilized tool in Aguardion?
The Accounts Receivable report (not dashboard). This report is like a turbocharged Payment/Accounting dashboard: use it to find individuals that have high levels of debt, find mistakes, discover delinquent agency accounts, etc. Unlike the ...
The "Days Monitored" on the “Accounting” screen is wrong, even after updating the start date.
This count reflects when the event was activated. Like most other aspects of the system, you must adopt SOP’s that keep things up to date in real time. This is by design: by forcing users to maintain the records the same day, it improves accuracy, ...
HELP! Why isn’t the Day Counter/Balance/<Insert Item Here> on the Client Profile?
This goes back to the hierarchy structure. You will want to primarily use the Monitoring, Accounts Receivable (AR) and the Payment/Accounting dashboards day-to-day and get away from the client dashboards: they are less efficient for day to day ...
How do I generate a receipt?
Find the transaction on the transactions dashboard, view it, then export or print for an emailible or printable receipt. You can also find the transaction or invoice on the event, select it and then email it right from the system.
How can a physical statement be generated for a client that shows all payments?
The best way is to use the transactions report (not the dashboard, the report). Filter by client, payment types (you will want to filter out things like pool adjustment transactions) and then the date range they were on. The result can be exported as ...
How do you determine a client’s payment due date?
This is a process change- don't think of them having a due date; they have a date they will become delinquent. Put another way, they have a number of days until they will be delinquent. When a client calls in and asks the ‘due date’, some example ...
How do I determine a client's current amount due?
The balance on file is the place to look (or the ‘Payment/Accounting dashboard, which summarizes this data). Do you want people to always be a week ahead? Two weeks? The balance on file section shows the total’s needed to add that amount of ‘time’ to ...
I posted a payment a day late, what do I do?
Post them in real time if you can. If it is late, the pool will still deduct the daily rate, even if the balance goes negative. Once you post the payment, the balance will be correct. Posting payments late or early isn’t nearly as big of a problem as ...
On the Invoicing Dashboard, it displays multiple entries for past due- one for the full amount and one for the next day. What's up?
When you take a pool payment, it goes into a pool balance. This isn’t money earned- its a deposit set aside for future services, just like a lawyer might require a minimum retainer that they can bill against for services in the future. At the end of ...
Process, process, process! Why does the Aguardion Platform insist on modifying my daily operations?
Aguardion was built based on years of R&D around the most efficient way to run a business in this industry and our software directly reflects those lessons: we’ve strived to balance flexibility with firm ‘guide rails’ to minimize mistakes and ...
How do I delete duplicate clients?
Best practice is to always check for a duplicate before creating a new client. Aguardion has tried numerous data validation schemes to automate this over the years and none of them have worked well because of the number of aliases, nicknames, etc ...
What best practices do you suggest for Inventory Management within the Aguardion platform?
Best practice is to move all of your inventory into the Aguardion platform and use our online tools, available 24x7, to track the lifecycle of each piece of inventory. The Aguardion system is manufacturer agnostic, meaning, you can track any item ...
Why doesn’t Aguardion natively support traditional bi-monthly due dates?
We have found that using specific calendar ‘dates’ (or put another way, a specific calendar period of services rendered) as a way to track payments doesn’t work as well as simply using a day ‘count’ and we would strongly urge to get away from that. ...
Why doesn't Aguardion allow for backdating?
In the Aguardion platform, all activities must be done the same day to maximize efficiency and ensure the best accuracy. This isn’t a software or hardware limitation, but rather an intentional design choice on behalf of Aguardion’s creators. During ...
What is this hierarchy I Keep hearing about?
Unlike most of its competitors, Aguardion utilizes a modern, ‘hierarchical’ database and logic structure. A few examples: ‘Clients’ and ‘events’ are distinct entities within the system: events are subservient to the client record. Equipment ...