Groups - Creating Student Accounts & Enrolments

• When you are happy with the Group Enrolment 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.

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.

Open

Create Students

• Open your Group Enrolment.

• At the top of the screen, there is a “Create Students” button - click this:

Open

• 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:

• The screen will update to show the progress as it runs:

• The screen will display the following message when the process is complete:

• 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:

• 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.

• 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.

• The next step is to invoice the Group.