Administrator workflows

Role: KPZ administrator. Start in the administration sidebar after signing in. For the complete list of available areas, see the feature directory.

Review a registration

User story: I want to assess an application so that the organisation receives the appropriate membership decision.

Where: Registrations.

1. Filter the list by review status and open the application.
2. Check the organisation, address, contacts, price, and review flags.
3. Choose the appropriate action: approve, reject, or request more information.
4. Supply a reason when rejecting, or a message explaining what the applicant must provide when requesting information.
5. Complete the action and check the updated status.

Expected result: The application reflects your decision. A request for information puts it into the waiting workflow; it is not an approval. The applicant can respond through the information-request page.

Manage an existing member

User story: I want to maintain the organisation's record and understand its history.

Where: Member → open an organisation. To add an organisation, use Create a member.

1. Search for the organisation; use filters or clear existing filters if needed.
2. Open its record and choose the relevant section: overview, contact persons, invoices, complaints, umbrella, records, or timeline.
3. Use the edit action to change permitted organisation, address, billing, employee-count, or WZD details. Review any impact confirmation shown before saving.
4. Use the timeline section to inspect events or add an internal note.
5. In the umbrella section, assign/change an organisation with an effective date, or remove an affiliation with a reason. A pending request is shown separately.
6. To end membership, use Cancel membership, enter the reason, and confirm. Check the resulting status and history.

Expected result: Saved changes appear on the record. Internal notes document staff context. Cancellation is a membership action, not deletion of the organisation's history.

Review member changes

Where: Member changes, or an employee-count decision shown on the member record.

1. Open a pending change and compare the submitted information with the current record.
2. Approve or reject using the available decision action.
3. Complete any requested confirmation and check the updated queue/record.

Expected result: The pending request has a recorded decision. Do not assume a proposed employee count is already the approved value.

Create and send an invoice

User story: I want to prepare a bill, verify it, and send it to the member when ready.

Where: Invoices → add invoice (/admin/invoices/create).

1. Search for the customer using at least two characters and select the correct member.
2. Check the invoice date and due date.
3. Add line descriptions, quantities, and unit amounts. The amount field is labelled Unit amount (cents): for example, enter 12500 for €125.00.
4. Select Save draft.
5. Open/check the draft and use Edit draft invoice if a correction is needed.
6. Select Send invoice, review the confirmation, and confirm only when ready.

Expected result: Saving creates a draft. Sending issues the invoice; the confirmation explains that it generates a PDF, emails the member, and starts accounting synchronisation. The issued invoice can no longer be edited as a draft.

Follow up a payment

1. Open Invoices or the outstanding-payments view from Dashboard or Reports.
2. Filter and open the invoice. Check its status, amount, dates, and reminder history.
3. Download the available invoice file when needed.
4. Use Mark Paid only after payment has been received. Add an optional payment reference or note and complete the action.
5. For a filtered invoice list, use the export action on Invoices.

Failed collections have a separate view linked from the dashboard. Inspect the failure before choosing your next operational follow-up; viewing it does not retry the collection.

Publish a document

User story: I want members to download a shared FAQ, template, information sheet, or general terms document.

Where: Documents and Downloads.

1. Select Upload document.
2. Enter a Title and choose the Document type.
3. Select a non-empty PDF, DOC, DOCX, XLS, XLSX, ODT, ODS, or TXT file, up to 20 MB.
4. Enable Publish in the member portal if members should see it now. Leave it off to keep it unpublished.
5. Select Save and check the confirmation and published/unpublished status.

Expected result: Published files appear in the member's document library. An unpublished upload remains available for administration.

Use Edit document to change title, type, or publication status. That edit form does not replace the uploaded file. Deletion requires confirmation and removes the document from the library.

Manage staff accounts

Where: User Management.

1. Search or filter existing accounts before creating one.
2. Use the create action and enter the person's details and supported role: KPZ administrator, umbrella administrator, or complaints officer.
3. Save and check the account in the list.
4. Open edit to change supported details, role, or active state. The list also offers activation/deactivation actions.
5. Use delete only when intended and review its confirmation.

Expected result: The account reflects the saved configuration. Member and system accounts may appear in the list but their roles are managed outside this staff-account form. Creating a member organisation is a separate workflow.

Manage umbrella organisations

Where: Umbrella.

1. Create an organisation and complete the contact, code/type, active-state, and linked-administrator settings shown.
2. Configure approval and notification mode, annual reminders, membership-number format, and the relevant sponsor/certificate options.
3. Save and open the organisation's details.
4. Review linking requests there; approve or reject with the required reason.
5. Inspect affiliated members or open their member records.
6. Add annual pricing terms with the appropriate year, discount, registration-fee override, and scope.

Expected result: The umbrella's configuration, affiliation decisions, and yearly terms are recorded. Umbrella administrators use their own workspace for invitations and annual confirmation.

Manage a collective and its client list

Where: Collectieven.

1. Create or open a collective. Enter or edit its contact/billing details, accounting identifier, pricing year/model/value, and invoice cadence.
2. Configure the procedure, annual reminders, complaint-count, and certificate options that apply.
3. Add individual client sheets or use the CSV import facility.
4. When comparing a replacement list, review the added, changed, and removed counts before acting on them.
5. Accept the intended incoming changes and archive removed client sheets using the available actions.
6. Review yearly complaint/dispute counts and load the annual confirmation for the required year before submitting it.

Expected result: Accepted changes update the client list. Comparing a CSV alone does not apply the proposed changes. Follow the import form's expected CSV format and inspect reported errors.

Update pricing

Where: Price Tiers.

1. Check the pricing year, affiliation type, WZD status, and employee tier in the matrix.
2. Use employee-tier actions to create, edit, or archive a tier when required.
3. For a new pricing rule, enter its values and effective date, then preview the member and annual financial impact.
4. Review that impact before scheduling the rule. Use the closing action for an existing rule when appropriate.

Expected result: Pricing is scheduled for the specified period; past pricing history is retained. Check the applicable year/date before interpreting the totals.

Resolve accounting exceptions

Where: Accounting.

1. Filter synchronisation failures by entity type or date range.
2. Inspect the record, direction, attempt count, last attempt, and error.
3. Once the cause has been addressed, use the retry action and check the resulting state.
4. Open the unmatched-bank-entry view to inspect its date, description, amount, and error details.

Expected result: A retry requests another synchronisation attempt. Confirm its outcome before treating the accounting issue as resolved. Unmatched bank entries are an inspection view, not a manual matching tool.

Send a newsletter campaign

Where: Newsletter.

1. Create a service or commercial campaign.
2. Enter its content, including the HTML body and optional plain-text version.
3. Choose recipient filters such as membership status, WZD, affiliation type, and umbrella organisation.
4. Set the schedule where required and save.
5. Open the campaign details and check the recipient preview/count, content, and timing.
6. Use the send action when ready and review its confirmation.
7. Check campaign status; the screen refreshes its status while sending.

Expected result: The campaign moves through its sending lifecycle. Saved, scheduled, sending, and sent are different states; use the displayed status and sent time to verify completion.

Edit notification templates

Where: Notification Template.

1. Find the template by searching the list.
2. Open edit and check that its key/type identify the intended notification.
3. Edit the subject, HTML body, plain-text body, or active state.
4. Save and check the updated entry.

Expected result: Future use of the template uses the saved configuration. Its key and type are read-only. Editing a template is not the same as sending a newsletter campaign.

Set registration review behaviour

Where: settings → registration settings.

1. Review the explanation for manually reviewing all registrations.
2. Set the manual-review checkbox as required.
3. Select Save and check the saved confirmation.

Expected result: The saved registration-review setting is updated. This action does not itself approve items already awaiting a decision.