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School is an object which groups together Services (products) / Resources / Accommodation and links Users, Account, Enrolment(s), Booking(s) and Finance for reporting purposes. It was designed to work with multiple schools in mind and it individual schools or organisations that have more than one school location. It is possible to segregate or combine schools when needed.
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Services (products), Accommodation, Teachers & Rooms.
This works particularly well for schools that are close in location and can share resources, such as residence rooms or teachers.
How does School work in Schoolworks?
It is possible to book any service with a student across different schools within the same Enrolment,
(this has one exception currently: if Services you are operating in different currencies in different locations and services are priced in a different currency, different currencies cannot be combined within the same Enrolment.)
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Each system user also has a designated School and Schools to either limit their access, or to default various screens to show them relevant information without having to always select their school. For example, a user based in Brighton one school will most likely wish to see lists of students studying in Brighton that school only in the various scheduling, classing or accommodation screens by default.
School and Organisation
There is also a relationship between School and Organisation for reporting purposes.
For example:
BSC Organisation
Brighton School
London Central School
Oxford School
Ardingly College
Etc
EE Organisation
Manchester School
Edinburgh School
York School
Etc
BSC TT Organisation
Edinburgh TT School
Brighton TT School
York TT School
BSC Euro
Dublin
Gormanston Park
Account – Default School
There is a field called ‘Default School’ on the account record – we used the word ‘default’ to designate that whilst this is the typical school of the account it can be overridden at a later stage – in the Enrolment or Booking.
This means that relevant Relevant information held on the account, including Default School are is then copied to each enrolment created. This also includes Default Agent and a number of finance settings, e.g. Price List Group.
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Currently our Finance Account Balances and Aged Debt routines cannot deal with multiple currency, we therefore ‘force’ each account to have only ONE currency. This is done by having a relationship between Default School (from which we have a currency on the school), Price List Group (to force GBP/EUR pricelists) and Currency (to force currency).
So, by setting London Central as a school (for example) this forces the GBP Price List Group (which holds all the dated price lists for GBP) and GBP as a currency.
Agent Account – Default School
We also have a relationship between Default School on the Agent, and the Agents which are allowed/presented in the Enrolment screen – so that agents can be segregated by school if needed or shared across all schools but restricted by one currency per Enrolment.
The reason for the We can set up All Schools GBP and All Schools EUR schools is so that we can prevent GBP agents being used with EUR Schools and EUR agents being used with GBP Schools in the Enrolment screen.
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Limitations & considerations
There were limitations in Thebing and CLASS around multi schooled enrolments. Whilst SW can handle multi-schooled bookings within the one Enrolment these are considerations:
The incidence of multi-school bookings is relatively low.Multi school bookings
We will be reviewing the this requirement with BSC to provide an improved solution
Invoicing
Multi-currency is currently a barrier to multi-schooled bookings across GBP and EUR schools (for example)
If a EUR school (e.g. Dublin) and a GBP school (e.g. Brighton) require bookings in the same enrolment and, therefore, the same invoice, we would have to consider how to deal with this.
It is obviously not possible or desirable to combine a EUR price and a GBP price on the same invoice
We are considering development to allow for conversion of the Dublin ( EUR ) pricing at a prevailing rate to GBP or vice versa
Reporting
It is important to correctly use the ‘school’ to determine where a student is and therefore arrival, departure, ‘in school’ reports and alerts
The Booking school is currently available at the Booking reporting level to ascertain the correct school.
We are currently working on a small development change to identify the ‘first’ school booking in an enrolment and the ‘last’ school booking in an enrolment which will assist in reporting changes/movements from one school to another within the ‘same’ enrolment
Certificates
We are seeking agreement on how to manage the production of certificates when student students move from school to school.
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