Creating a Student Account

Description

The Student Account record is the core record on which other related records are added (for example, Enrolment, Bookings, Placements).

Typical fields on the student record are - Name, Date of Birth, Gender, Address, Email and Phone for example.

Student records are created under the ‘Accounts’ area of the platform - this is to ensure that other applications or integrations can find the record in this standard area of the Salesforce Platform.

Schoolworks treats the Student Account as a Person Account and will automatically create and sync a Contact record in the background to ensure compatibility with other applications or integrations on the platform.

As much (or as little) information can be entered on record creation. Further information can be added later by updating the record.

Basic Steps

1. Navigate to Accounts and click ‘New’

2. Select Student Account Type

3. Update the required fields (* are compulsory)

4. Press SAVE

Tips & Tricks

• The Account Name is used throughout Schoolworks on various screens and can be used as a short name

• If you leave First Name/Last Name blank they will default to a ‘split’ of the Account name (after save)

• Mr will default Gender to Male, Ms/Mrs/Miss will default Gender to Female (after save)

• A duplicate message will show on the screen if a duplicate is detected (although we would recommend doing a quick ‘search’ for a student prior to adding a new student

Detailed Steps & Screenshots

Step 1. Navigate to Accounts & Click New

Open

Step 2. Select Student Account Type

Open

Step 3. Update Required Fields

Step 3. Update Required Fields - Addresses

Schoolworks can store home, work, local (to school) and other addresses.

Any of these addresses can be assigned to the Billing (Finance document) or Mailing (Confirmation document) standard Salesforce address fields.

Step 3. Update Required Fields - Emergency Contacts

Step 3. Update Required Fields - Notes

The Pop Up Note field can be useful for showing a pop up note when the Student record is accessed each time by ticking the Note 1 pop up tickbox. You might find it useful to ‘expire’ the pop up on a particular date.

Step 3. Update Required Fields - Visa and Passport Details

Visa record(s)can be created in the Visas section once the student record is created.

The Visa required drop down can be used to specify if the student requires a visa (or not) - the Current Visa, Current Visa Start Date/End Date and Current Visa Expired fields are read only/calculated fields which are updated automatically by the Visa records.

Passport details can be entered here - they are copied to each Visa record automatically.