Account funds is like an account balance that is held for a particular user (someone with an account) in the Kiln Fire app. Account funds are always used first before a credit card will be charged for that user. Account funds might be used for membership fees, firing fees, class registrations, supplies, etc.
To spend Account Funds, a user must be logged in to Kiln Fire before purchasing something in the studio (class registrations, supplies, etc). If they are not logged in, then account funds cannot be used. If they are logged in when making the purchase the system will see that they have account funds and automatically spend those dollars first before charging a credit card for their next purchase. Account funds will always be used first, there is not an option to choose not to use them when making a purchase while logged in.
How users can get Account Funds:
1. A user can add money with a credit card charge
Logged in users can click on Billing & Card and choose to Add Funds into their Account Funds. They can type in the amount they want to add into their account. Their credit card is charged and the money is then held in the Kiln Fire app.
2. A user can add money with from a gift card
If a member or user receives a gift card from a friend or family member they could choose to use it on a class or if they have an existing account in Kiln Fire already they could choose to add it to their account funds. They would gop to the Billing & Card area and then choose “Redeem Gift Card”
3. A studio manager can manually modify account funds
A studio manager can also give (or take away) users Account Funds to spend at your studio by going to Users > All Users. Click on the user you want to give funds and under account funds, click on Add, Remove, or Modify. This allows you to give funds to a user to spend in the Kiln Fire app. Some studios have used this to compensate volunteers but check with your accountant as this can complicate your bookkeeping.
4. A prorated membership downgrade may credit account funds
If a member is downgrading from a more expensive plan to a less expensive plan in the middle of their typical billing cycle, their membership will calculate a prorated amount of dollars to give them and automatically put that amount into their account funds.
5. Firing Fee marked with firing issue
If a firing fee was already collected for a piece, and then after the payment it was marked with a firing issue by a staff member, the staff member has the option to “Issue a credit” back for the price of the firing fee. Rather than a refund, this would go back to the user as a credit to their account funds.
6. A future membership (with up front payment)
When you invite someone to join a studio membership using the user sign up links, you can customize when you want the membership to start as well as choosing to have them pre-pay for their future membership. When you select this option the first month’s payment will be collected from the user’s credit card immediately upon signing up and put into a user’s Account Funds. When it comes time for the membership to begin, the first month will be paid for out of the Account Funds.