System Overview and Terminology

Here are the key terms used in Schoolworks:

• Account

  • Students, Agents, Companies, Accommodation Providers, Teachers are different Types of Accounts

    • We use Accounts to maintain compatibility with Salesforce ‘Sales Cloud’ (and other AppExchange Apps)

• Enrolment

  • An enrolment records the student’s visit to the school 

    • – multiple visits (e.g. Next year etc) = multiple Enrolments for each visit

  • Agents and Companies are assigned to Enrolments in the case of agent or company led Enrolments

  • Enrolment Start Date = First Date of First Course

  • Enrolment End Date = Last Date of Last Course

  • The Enrolment record holds together the following records:

    • Bookings

      • Students request for Services

      • Course, Accommodation, Individual Tuition, Exams, Insurance, Sundry are different Types of Bookings

      • Booking (Service) Options

        • Double Room, B&B, 7 meals per day, Arrival, Departure are all examples of booking options associated with bookings which can be setup to map to your products

      • Placements

        • The fulfilfulment of a Booking

          • Types of placements:

          • Class Placement(s) – linked to Course Booking

          • Accommodation Placement(s) – linked to Accommodation Booking

          • Individual Tuition Placement(s) – linked to Individual Tuition Booking

• Classes

  • Organisation record to group students together for Lessons

  • Students are Placed in Classes

  • Classes have a Timetable

• Timetable

  • The Who, Where and When (Teacher, Room and Date/Time) for Lessons

  • The Who Where and When for Meetings (Staff typically)

  • The Who Where and When for Individual Tuition (this is Class-Less, hourly tuition for students)

• School

  • Schools can be organisational (e.g. General, Executive, Training) or Geographic (e.g. London, Dublin, Paris).

  • Schools can be used to segment or organise Services and Resources

• Service

  • This is what a student Books

  • It defines whether it is a Course, Accommodation, Individual Tuition, Exam or Sundry

  • It has various setting which control

    • Length, Age, Level

    • Dates – whether they are ‘fixed’ or variable

  • School (or centre)

  • Various Online Booking System settings

• Price Item

  • Finance settings which relate to a Service

    • Links to Chart of Accounts (Nominal Accounts)

    • Rounding Rules

    • Tax behaviour

  • PriceItems ‘link’ to a Service so that we can re-use complicated Finance configurations

  • Links to Prices

    • How much we sell Services for

      • Prices are organised into

        • Price Lists (typically dates to allow for moving from one price list e.g. 2023 to another e.g. 2024)

        • and

        • Price List Groups (typically used to group price lists together e.g. LATAM, Asia, Europe)

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