What is a Service?

A service describes the item which is booked by a student in the enrolment screen, and typically represents what your school promotes and sells.

There are different types of services which can be configured – course, individual tuition, accommodation, transfer, insurance, exam and sundry.  Think of Service as synonymous with Product - the reason we used the term Service was to avoid confusion with Salesforce Products.

Service Dates can be configured to control when a service can be booked, for example fixed date courses, and these can be configured independently for Schoolworks back office system vs the online booking system.

Service Days can be used in conjunction with the open dates setting, so that rolling courses can be configured – start any Monday, end any Friday – or any configuration in between and these can be configured independently for Schoolworks back office system vs the online booking system.

Service Option Types can be configured to record additional attributes or what we call Service Options to the service when it is booked. These are completely end user configurable and allow for Schoolworks to model just about any booking of a service. Typically, service option types are pre-configured for example ‘Room Type’, (with the Service Options ‘Single’, ‘Double’ or ‘Shared’) or ‘Board Type’ (with the service options ‘Bed and Breakfast’, ‘Evening Meals’) To associate these Service Option Types with a Service, we just need to add a link in the Service Option Type list within the Service record.

Service Settings:

• Service Code

  • A short code used throughout Schoolworks typically on screen to represent the service, e.g. GE15AM

• Service Name

  • A longer code used throughout Schoolworks (space permitting) to represent the service, e.g. General English 15AM

• Service Description

  • Used to describe the service in detail

• Default School

  • Defines which of the Service Schools is the default School for this service

• Start Date

  • The date from which this service can be booked. Note this simply controls whether this service can be booked and not the booking start/end dates.

• End Date

  • The date up to which this service is available to be booked. Note this simply controls whether this service can be booked and not the booking start/end dates.

• Booking Fee Service

  • A service can be linked to another service to generate fixed booking fees (e.g. registration fees)

• Change Fee Service

  • A service can be linked to a change fee service so that booking changes automatically generate fees

• PriceItem

  • Link to the PriceItem record which controls the finance attributes of the service (Ledger posting accounts, Prices, Pricing Rules)

• Manual Invoice/Credit

  • Allow this service to be used in a manual invoice/credit when ticked

• Restrictions

  • Allows you to control the booking of this service, based on Age, Language Level and Min / Max Weeks

• Date Management - it is possible to set different dates to be booked for a service

  • Open dates

    • Allow for rolling start / end dates, subject to the Service Days

  • Fixed Dates Single Drop Down

    • Start and End date are fixed in one drop down on the booking screen, subject to Service Dates

  • Fixed Dates, Two Drop Downs

    • Start date and end date are fixed, but in two drop downs. The end date must be later than the start date, but allows the choice of a list of possible start dates and possible end dates subject to Service Dates

  • Allow Clash

    • When ticked, allow the dates of this service to overlap other services. Also when ticked, this service will be allowed to clash with other services when they are booked

  • Allow Past Service Dates

    • When booking this service, allow the start date to be entered prior to todays date

  • Default Booking Start End Dates Apply

    • Default the start date and the end date of the booking to the Enrolment Start Date and Enrolment End Date, subject to Booking Start Date EnrolStartDateOffset (days) and Booking End Date EnrolEndDate Offset (days)

    • Useful for defaulting Accommodation dates and Insurance dates, e.g. accommodation bookings can default to the Sunday before the Monday course start, and the end date to the Sunday after the student's last course day)

  • Booking Start Date EnrolStartDate Offset, Booking End Date EnrolEndDate Offset – both days – work in conjunction with the Default Booking Start End Dates Apply to default the start and end dates of a booking

• Course Fields

  • Course Hours Per Week

    • Number of tuition hours per week

• Total Class Placement Count

  • Used for class placements, typically this matches the Course Hours Per Week and is used to know whether the student is fully placed for this course (or not)

• Statistics Fields

  • Statistical Week Factor

    • Used to weight student weeks in the booking statistics results

Service Portal Settings

These are an independent group of settings on the Service which control the online booking portal

• Portal Code

  • A short code used throughout the online booking portal typically on screen to represent the service

• Portal Name

  • A longer code used throughout online booking portal (space permitting) to represent the service

• Portal Description

  • Used to describe in detail in the online booking portal

• Portal Allow Clash 

  • When ticked, allow the dates of this service to overlap other services. Also when ticked, this service will be allowed to clash with other services when they are booked

• Portal Allow Remove

  • Allow the booking to be removed during the online booking process

  • Some items we may wish to be compulsory (e.g. Visa processing fee)

• Portal Deposit Type

  • Percent based deposit or

  • Amount based deposit

• Portal Deposit Qty

  • Qty to be applied to the portal deposit type

  • See the Portal Setting – Portal Deposit Days Before Booking Start to enable the taking of a deposit

• Portal Start Date

  • The date from which the service will appear in the portal

• Portal End Date

  • The date after which the service will disappear from the portal

  • Also controls how many weeks can be booked between the portal start date and portal end date

• Portal Emergency Field Set Active

  • Switches on the Emergency Field set

• Portal Other Field Set Active

  • Switches on the Other field set

• Active Portal

  • Controls whether this service appears in the portal (See portal start / end date as well)

• Portal Restrictions

  • Age, Level, Length

• Portal Email Confirmation

  • Link to the email confirmation template so that a different email template can be selected when an agency logged in booking

• Portal Commission Agent

  • For Student Direct Bookings – automatically processes a commission to the linked agent

  • Used for specific courses which attribute a commission payment to a third party

• Portal Commission Agent Contact

  • For Student Direct Bookings – automatically sends an email to the agent contact

  • Used for specific courses which attribute a commission payment (or order) to a third party