In Snap! Spend, there are two ways that you can close out the season for your groups. You can either add a new season - which means you will be using the same group account, and rolling it over into the next season, or you can archive the group and create new ones - so you'll be starting fresh! It's up to you as the program admin to decide what is best for your organization and groups.
Option 1: Add a New Season
With a new season, the group can carry on to a new year or season with a new payment schedule, and a new expenses budget, but with the same deposit account, assistants, and issued debit cards. This will save you setup time and effort, plus any past due payments from last season can still be reconciled to the group once they are collected.
Steps to adding a new season for a group
- Go to the Group's page and then to the Settings tab. Select Add New Season.
- Enter the new season dates. These dates are not set in stone and can be edited at any time.
- The Season Nickname is not necessary to add a new season. If no nickname is used, the date range for the seasons will be visible. If a nickname is used, that will be displayed to all users (program, group assistants, parents) instead of the date range.
4. Toggle the payment schedule and budget items to the appropriate selections. You can choose whether to copy over the roster, payment schedule, or budget. If you do not wish to copy over the payment schedule and budget items, toggle these to "No".
Once your payment schedule has been established, you can send invites to the participants for that season.
I added a new season - now what?
Toggle between seasons using the dropdown menu at the top of the group's page. Past season information will not be archived - you can always view past payment schedules and budgets by toggling to a past season.
The group assistants and debit cards are rolled over from season to season. Because you will be using the same group bank account, all transactions (collections and expenses) from every season for the group can also be viewed on the Group Banking tab. This allows you to reconcile income and expenses between seasons.
Option 2: Archive and Create Groups
The other option to closing out your season is by archiving your groups and creating new ones. This will allow you to start over fresh with a new team bank account.
Archive groups by going to the group's settings. It will also remove them from the summaries on the dashboard. When you archive groups, Snap! Spend will keep a record of all paid payments that you can access from Reporting. Any unpaid payments will be removed.
For information on creating new Groups, visit this article: Creating a New Group
Outstanding Dues
If you'd like to keep a record of those unpaid dues and don't expect those payments to be paid soon, here's what we recommend doing.
- Create a group for last season's dues, for example, "2018-2019 Dues".
- Publish the payment schedule with no invoices by clicking "Edit Payment Schedule" and then "Publish".
- Add participants with unpaid dues to the group. Go to their participant page to customize this amount to the amount they owe based on their actual past-due amounts.
Still have questions or need help? Please reach out to us directly at spend.support@onsnap.com or by phone at 276-531-9260.
Snap! Spend is a financial technology company and is not a bank. Banking services provided by Thread Bank; Member FDIC. The Snap! Spend Visa Debit is issued by Thread Bank pursuant to a license from Visa U.S.A. Inc. and may be used everywhere Visa cards are accepted.
Your deposits qualify for up to a maximum of $2,500,000 in FDIC insurance coverage when placed at program banks in the Thread Bank deposit sweep program. Your deposits at each program bank become eligible for FDIC insurance up to $250,000, inclusive of any other deposits you may already hold at the bank in the same ownership capacity.
You can access the terms and conditions of the sweep program at https://thread.bank/sweep-disclosure/ and a list of program banks at https://thread.bank/program-banks/. Please contact customerservice@thread.bank with questions on the sweep program.