Manage Expiring Students

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Manage Expiring Students

Manage Expiring Students

For those entities that absorb the cost of ACEMAPP for their members/students, the upcoming invoice notification provides you a list of all student accounts that set to expire within 60 days and allows you to extend their memberships, reset their Entity Access End Date to the date their ACEMAPP membership is set to expire, or do nothing and those members access ends on the date already provided and the student expires on schedule.

Once you receive a notification on your entity home screen, you can work with these students.

Step 1:

On your home screen, in the Notifications panel, click the "Upcoming Invoice" notification to open the Upcoming Invoices screen.

users school home screen highlighting upcoming invoice button in Notifications panel

Step 2:

This screen lists all students in ACEMAPP that are set to expire in 60 days.

The list provides you the student's name, the student's membership expiration date, the student's access end date to your entity, the end date of any rotation they are currently on, the associated program, and any tags your entity utilizes.

Upcoming Invoices screen example

Extend Membership

Extend Membership:
If any of these students need to continue to utilize ACEMAPP for another year, please select the student and select "Extend Membership". The student membership fee is added to your School's next member fees invoice.

Step 1:

In the table, select the student(s) you want to extend membership.

Upcoming Invoices screen example pointing to member selection checkbox and Extend Membership button

Step 2:

Once your selections are made, click the green "Extend Membership" button.

Upcoming Invoices screen example highlighting Extend and Do Not Extend Membership buttons

This adds the student to your next member invoice.

NOTE: The way this page works, there is a time limit (5 minutes) on the Extend and Do Not Extend buttons. Once one of the buttons is clicked, the timer starts. This allows for the system to update and recalculate member information.

Do Not Extend Membership

Do Not Extend Membership:
If there are students within the list that will not be needing ACEMAPP after their current expiration date, please select "Do Not Extend Membership" and ensure that they have an "Access End Date" that is before their expiration date (i.e., expiration date 1/1/2021, Access End Date 12/31/2020). These students are NOT added to the next invoice.

Step 1:

While on the Upcoming Invoices screen, select the student(s) that you do not want to extend their membership for.

Upcoming Invoices screen example pointing to member selection checkbox and Extend Membership button

Step 2:

Click the red "Do Not Extend Membership" button.

Upcoming Invoices screen example highlighting Extend and Do Not Extend Membership buttons

NOTE: The way this page works, there is a time limit (5 minutes) on the Extend and Do Not Extend buttons. Once one of the buttons is clicked, the timer starts. This allows for the system to update and recalculate member information.

Do Nothing

Doing nothing, the student's account expires based on their membership period. Their "Access End Date" stays at whatever was previously set, and no invoice is generated.