What is a School in Schoolworks?
School is an object record 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 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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Each system user also has a designated School 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 one school will most likely wish to see lists of students studying in that school only in the various scheduling, classing or accommodation screens by default.
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.
Relevant information held on the account, including Default School is then copied to each enrolment created. This also includes Default Agent and a number of finance settings, e.g. Price List Group.
Single One currency per account
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).Each account operates with ONE currency.
Agent Account – Default School
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We can set up All Schools GBP and All Schools EUR schools so that we can prevent GBP agents being used with EUR Schools and EUR agents being used with GBP Schools in the Enrolment screen.
Enrolment - School
There is a field on the enrolment called The enrolment ‘School’ which is copied from the Account when a each new enrolment is created.
Other settings are copied from the Account as well – Currency, Pricelist group (although this is then overridden by the Agent settings if an agent is linked to the Enrolment). Currently an Enrolment can be linked to one school, although the bookings within the Enrolment can be multi-schooled (again though, currency needs to be considered).
Booking - School
Each Booking (course, accommodation, transfer, exam, sundry) has a related school.
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By storing School on each record, we have a clear audit trail of School – in the event that any of the School relationships are subsequently changed.
Limitations & considerations
Multi school bookings
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Invoicing
Multi-currency is currently a barrier to multi-schooled bookings across GBP and EUR schools (for example)requires a different account
If a EUR school and a GBP school 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 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 students move from school to school.Consideration should be made when generating certificates if a student has a multi-schooled Enrolment