Bookings are the Services that the student would like to book with you. There are a number of different types of Bookings you can add and these are related to the Services you have created in your system.
Note: not all of the following booking types may appear in your system depending on the configuration.
Course Bookings - all courses, typically booked on a weekly basis.
Accommodation Bookings - all accommodation types such as homestay, residence, studio, apartment, hotels, typically booked on a weekly basis.
Individual Tuition Bookings - all one to one courses, typically booked on a number of hours basis.
Transfer Bookings - all airport, train, bus transfer services, typically booked on an “each” basis.
Sundry Bookings - any books, materials, excursions, travel passes etc typically booked on an “each” basis.
Insurance Bookings - any insurance cover, typically booked on a weekly basis.
Exam Bookings - any exam fees such as Cambridge exams, IELTS, typically booked on an “each” basis.
Restaurant Pass Bookings - any restaurant pass services, typically booked on a weekly basis.
Note: It is also possible to adjust the Finance for each booking from within the individual Booking screens using the Enrolment Booking Finance Details panel.
To add a new booking on the Enrolment, select the relevant button in the Enrolment Bookings panel:
Course Bookings
Click on the New Course button and you will be taken to the Course Booking screen:
Select Lookup which opens a pop-up window
Search by Course name
Select the Course you require
Enter the Start Date
Enter the number of weeks - the End Date will auto adjust; or enter the Start and End date, and the number of weeks will auto adjust.
Enter any Booking Comments (visible to the Administration team)
Enter any Academic Comments (visible to the Academic team)
Click Update when finished to save and return to the Enrolment Screen
Accommodation Bookings
Click on the New Accommodation button and you will be taken to the Accommodation Booking screen:
Select the Accommodation Type you require
Select Lookup which opens a pop-up window
Search by Accommodation name
Select the Accommodation you require
Typically most Accommodation Services are configured to automatically populate the start and end dates based on the Course Booking entered - this is configurable on each Accommodation Service. Check the dates are correct or enter if required.
Depending on the type of Accommodation, there may be Service Options to select, typically for the Room Type (e.g. Single or Double) and Board Type (e.g. B&B, Half Board, Full Board).
Enter any Booking Comment, visible to the Administration and Accommodation Teams.
Select any Accommodation Preferences the student requires (these can vary from school to school)
Click Update when finished to save and return to the Enrolment Screen
Individual Tuition Bookings
Click on the New Individual Tuition button and you will be taken to the Individual Tuition Booking screen:
Select Lookup which opens a pop-up window
Search by Individual Tuition service name
Select the Individual Tuition service you require
Enter the Start Date
Enter the number of weeks for period that the individual tuition lessons should be delivered within - the End Date will auto adjust; or enter the Start and End date, and the number of weeks will auto adjust.
Enter the Duration in Hours and Minutes of the total amount of time that should be delivered (in this example, the booking is for 10h of lessons to be delivered at any point within an 8 week period (e.g. the number delivered each week can be negotiated between the student and the academic team).
Enter any Booking Comments (visible to the Administration team)
Enter any Academic Comments (visible to the Academic team)
Click Update when finished to save and return to the Enrolment Screen
Enrolment Booking Finance Details
At the bottom of every Booking screen is a panel which is closed by default as it is not typically used, but it is possible from within this panel to adjust the finance settings related to the booking you are looking at ONLY.
Fix THIS BOOKING ONLY to a particular price list group or price list
Fix THIS BOOKING ONLY to a particular Agent or Company; and adjust the Invoice Method
Note: adjusting the invoice method can be useful if two different Accounts are paying for the Enrolment. For example, you may have an Agent Enrolment and the Agent is paying for all fees net aside from the Accommodation. You could switch the Invoice Method to Student Gross for this booking to be charged to the Student instead of the Agent.
Apply a discount to THIS BOOKING ONLY, either as a percent or amount, adding a reason as required.
