Managing Payors - Updates

71 STEPS

1. This tutorial covers important updates to Managing Payors, including new functionality that expand which users can modify payors within the platform.

2. Previously, only Full-access and Payor Admins could modify a payor within an account.

To streamline the process and reduce delays in fulfilling some of these requests, this ability has now been expanded to assignors under specific conditions.

3. Assignors can now modify payors, but only those where they are listed as a user in that specific Payor's portal.

When making modifications, assignors will see a curated dropdown menu showing only the payors where they have portal access.

4. Full-access and Payor admins will continue to have the ability to modify Payors and have access to all Payors within the account.

5. Let's look at the new functionality with a few case scenarios.

To start, click Competitions.

6. Click the magnifying glass next to the relevant competition.

7. Click Payors. Notice there are no current payors for the roles within the schedules of this competition.

8. If the assignor is a user in a specific Payor's portal, the assignor can now add this payor to the relevant roles within these schedules.

Click Manage Payors.

9. This page has a default display of a control-break on the Role column, meaning the role is shown at the top of each section, with the Schedules containing that role below it.

10. For this first example, let's update the payor for the Referee role. Select the relevant schedules for this role, or select the top checkbox to select all schedules that contain this role.

11. All Schedules for the Referee role have now been selected.

12. Click Select Payor

13. As an Assignor, the dropdown list is limited to those Payors where the assignor is a user within the Payor's portal. For this example, we will click Ref Demo Payor as the Payor for the Referee role across all schedules.

14. If the Payor you would like to use is not visible, ensure the Payor exists and that you have access to their Payor portal.

15. Click Update Payor

16. Click Update Payor again to confirm this action.

17. The Payor has now been updated for the Referee role.

You can choose multiple roles and schedules in the same step.

18. PLEASE EXERCISE CARE when assigning payors to roles, ensuring each payor is correctly matched only to those roles they are responsible for paying.

19. Let's look at an example where an assignor does NOT have access to a certain payor.

For this scenario, the roles of Mentor and Ref Coach are paid by the state or another payor the assignor does not have access to. Select the schedule under Mentor ..

20. .. and Ref Coach.

21. Click Select Payor

22. The relevant Payor (Payor Y) is not listed in the dropdown because the assignor is not a user in Payor Y's portal.

23. If you prefer to have the control break be organized by schedule instead of role, click inside the box to Edit Control Break.

24. Click Column 1

25. Click Schedule

26. Click Apply

27. The control break is now organized by Schedule, with the Roles listed within each section.

Let's update the Payor for the AR1 and AR2 roles within the U10 schedule. You can make selections across different schedules in one step.

Click the checkbox

28.

29. Click Select Payor

30. Click the relevant payor, in this case, Ref Demo Payor.

31. Click Update Payor

32. Click Update Payor again to confirm.

33. The Payor has been updated to Ref Demo Payor.

34. Click Cancel when finished.

35. The grid can still be used by assignors to update default game fees and other items.

Only Full-access and Payor admins can use the grid to update Payors.

Click the edit icon to go to the grid.

36. Click Edit

37. If you are a Full-access or Payor admin, this cell can be edited.

If you are not one of these, this cell is read-only.

38. For Full-access and Payor admins, all the Payors within the account will appear in the dropdown list.

Click the cell to show the dropdown list.

39. Select the relevant payor for AR1.

40. Different payors can be listed for different match roles. For this example, we will select a different payor for the 4th official role.

41. Click Payor X

42. Full-access and Payor admins retain the ability to update all elements in the grid.

Assignors can still modify all items, except Payors, directly from the grid view.

43. Click Save when finished.

44. The eyeball icon in the upper right section of the page shows you what schedule you're viewing. You can switch schedules and remain in the grid view by clicking on other schedules in the competition from this area.

45. Make updates as needed and click cancel when finished.

46. There will be scenarios where a Payor Modification Request is still needed. Let's review some of those scenarios now.

Click Payor Modification Requests.

47. Guidance for Managing Payors and making Payor Modification Requests is displayed in the upper right section of the page.

Payor Admins are listed below this section.

48. For this next scenario, we are again an Assignor but not a user in the Payor portal for the entity paying the Mentor or Ref Coach.

In this case, we need to make a Payor Modification Request to have a payor added to these roles.

49. Double Click the relevant roles to select them.

50. Click Payor

51. The dropdown list will now display all the payors within the account. Select the payor you are requesting to be added to the selected roles. In this example, it is Payor Y.

52. Add relevant Details and click Submit Request.

52b. Click

53. If you are a Full-access or Payor Admin for your account, the remainder of this tutorial shows how to process Payor Modification Requests.

Click the arrow next to Payment to expand the dropdown.

54. Click Payor Mod Queue

55. Details of each request and their status is displayed in this report.

Click the magnifying glass next to the new request.

56. Details of the request are listed in the top section of the page.

Click Start Processing Request.

57. Click Role

58. Select the role to update the payor.

59. Click Payor

60. Select the relevant Payor for this role. In this case, it is Payor Y.

61. Click Change Payor

62. Click Change Payor again to confirm this action.

63. Repeat these steps as needed for other roles.

64. The Payor is now updated.

65. When finished, click Update Request Status

66. Click Completed

67. Add in relevant processing details and click the calendar to add a date.

68. Click Apply Changes when finished.

Clicking Apply Changes without a date entered will default this field to the current date.

69. The Request status is now COMPLETED and the Payor has been updated.

70. Click Cancel when finished.

71. Thank you for watching the tutorial on updates made to Managing Payors.