Agency Login-Free Booking Portal
Schoolworks can be configured with an additional booking portal specifically for agency bookings.
The agency portal can expedite the creation of a quote of booking directly in Schoolworks - this offers the agent and instant, real time confirmation of a booking whilst saving time in your admin team and reducing errors.
The agency portal doesn’t require a username/password, and instead uses the agents email address to link their booking up to their account in Schoolworks.
To use the agency portal, your agents will have a special landing URL which tailors the booking process for the agency.
The URL will be typically <yourdomain>.my.site.com/?site=agentportal
The agent portal can be configured in a variety of different ways to suit your school:
A limited (or expanded) range of products and services for your agencies
Rules to either directly process a booking completely in Schoolworks or alternatively ‘stage’ the approval of a booking via your sales team
Rules to promote or offer services depending on services chosen to help your agent choose the right combination of courses and services
Rules can be configured to limit courses and services based on real time availability
Rules can be configured to email the confirmation, gross and net fees to the agent
Please ask your systems administrator for the specific link for your schools agency portal.
Landing Page
The landing page can be configured with your schools colours and branding, and with either a simple or hierarchical drop down structure, to help guide your agency to the course(s) they need quickly.
Each step in the booking process can also be tailored to offer wider or cutdown number of products.
For example you can offer Agents Services (Products) or Product Types which are or are not available in your public portal.
Details Page
At the top of the details page is an Agency Details section. This collects information which allows Schoolworks to match a portal booking to an Account/Contact held in the system (see below).
Email to Agent Account matching
Schoolworks will attempt to match the Agent Email address provided in the Agency Details section with an Agent Account in Schoolworks when processing the quote(estimate) and/or enrolment.
There are two ways a match can be made.
Agent Contact Email Match
The first (in preference) is matching to a valid, active Agent Contact email address in Schoolworks.
2. Agent Account Website Domain Match
If there is no direct match to an active Agent Contact email address, Schoolworks will attempt to match the domain of the provided email address (i.e. the text following @) with the Website value held on Agent Account.
So, for example, newcontact@exampleagent.com would match an Agent Account with a Website value of exampleagent.com.
If this type of match is made, a new Agent Contact is then created on the matching Agent Account. For this reason, it is important to ensure that all Agent Accounts contain a valid Website value.
If a valid match is found, Schoolworks will create an Estimate and link it to both the Agent and the Agent Contact. Schoolworks can be configured to automatically send a confirmation email to the Agency, including details of their commission/discount.
No Match Found
If a match is found with an inactive agent account or contact, the estimate will still be created. However, enrolment conversion will be disabled.
If a match is not found, an Enquiry and Estimate will be created in Schoolworks. The Agency Name value collected in the portal will help in manually matching a booking with an Agent.
Estimate or Enrolment Creation
Schoolworks can be configured to either create an Estimate, which can be ‘approved’/converted by a Salesperson, or alternatively Schoolworks can create the Enrolment and optionally create an invoice automatically.
It is also possible to control Estimate to Enrolment conversion based on Service (Product).
A typical example would be to assign Accommodation Services with the ‘Disable Enrolment Conversion’ option to prevent the automatic creation of an Enrolment when Accommodation is requested - in effect so that Accommodation based online bookings need to be approved/converted, whilst Course only online enrolments can be automatically enrolled and invoiced.
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