When you are happy with the Group Enrolment
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Create Students button at the top of the screen will trigger a background process in the system to take the details from the Group Members panel and the relevant Bookings, and create an individual Student Account together with a Student Enrolment containign the Booking that are applicable to them.
All the details entered in the Group Members panel will be pushed through to the Student Accounts.
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details (members and bookings), the next step is to create the Student Accounts and Enrolments.
Schoolworks has a background process that will create individual Student Accounts and Enrolments for each of the Group Members. These can then be used for placement much like a standard individual student.
All the details entered in the Group Members panel in the Group Enrolment will be populated on the Student Accounts.
It is not possible to invoice the Group Enrolment before the students have been created.
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Student Details to Clone
It is possible to copy a number of fields across from the Group Account to the individual Student Accounts as part of this process.
Check these fields are complete first on the Group Account record, before going ahead with the Create Students process.
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Create Students
Open your Group Enrolment.
At the top of the screen, there is a “Create Students” button - click this:
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This will trigger the Student Account creation process to run in the background.
The time is takes to run the process depends on the number of Group Members and Bookings. Typically for a small group (5 pax), it takes 2-3 minutes; for larger groups (50+ pax), it can take around 10 minutes.
If more than one user is trying to run this process at the same time, it can impact on the time it takes to process.
It is possible to exit this screen and carry on with other work if necessary. You will be emailed when the process is complete.
The screen will refresh and display the following message to show that the process is queued:
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The screen will update to show the progress as it runs:
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The screen will display the following message when the process is complete:
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Refresh the screen.
Review the Group Members panel. Now on the left hand side on each line, there is a link to each individual Student Account and Enrolment:
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You can click through to view each Student Account to add additional details if required.
Note, this Student Account is linked to the Group through the “Default Group” field.
Otherwise the behaviour is the same as a regular individual Student Account.
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You can also click through to view each Student Enrolment.
Note, it is not possible to edit the Bookings and Finance through this individual Enrolment - all changes must be made on the Group Enrolment record, then the “Update Students” process run to update the Student Account and Enrolments.
It is possible to make academic and accommodation placements through this screen if required, or generate individual documents and emails.
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The next step is to invoice the Group.