Schoolworks Knowledgebase

Getting Started

• Activating your Account
• Resetting your password
• Changing your password/security question
• Multi Factor Authentication

Schoolworks Support

• Schoolworks Support Portal
• Schoolworks Knowledgebase Overview
• Schoolworks Support Ticket Process & Best Practices
• Schoolworks Customer Success Services

System Navigation

• Basic Navigation
• Customising your Navigation Bar
• List Views
• Editing Fields in List View
• Switching between Lightning and Classic

System Structure & Key Concepts

• System Overview & Terminology
• Understanding Schools
• Understanding Dates

Student Registration

• Creating a Student Account
• Student Account Address Fields
• Visa Compliance
• Managing Multiple Schools

Enrolments & Bookings

• Enrolments - Creating an Enrolment
• Enrolments - Adding Bookings
  • Course Bookings
  • Accommodation Bookings
  • Individual Tuition Bookings
  • Transfer Bookings
  • Sundry Bookings
  • Exam Bookings
  • Insurance Bookings
  • Restaurant Pass Bookings
  • Enrolment Booking Finance Details
• Enrolments - Finance
  • Enrolment Finance Details Panel
  • Enrolment Finance Details Panel - Examples
  • Enrolment Finance - Terminology
  • Enrolment Finance - Posted vs. Unposted Income
  • Enrolment Finance - Invoice Method
  • Enrolment Finance - Student Net Invoice Method
  • Enrolment Finance - Manually Editing Prices
  • Enrolment Finance 'Tidy Up' Reverse and ReInvoice/ReCredit/RePrice Finance Buttons
  • Enrolment Finance - Invoicing
    • Invoicing
    • Invoicing - Credit & Reinvoice
    • Enrolments - Editing Bookings
  • Enrolment Finance - Partial Invoicing
    • Partial Invoicing - Deposits
    • Partial Invoicing - Instalments
    • Partial Invoicing - Instalments (Making Changes)
    • Finance - Enrolment Partial Invoicing
  • Enrolment Finance - Cancellations
  • Enrolment Finance - Aggregate Pricing
  • Enrolment Finance - Troubleshooting
    • Troubleshooting - Invoiced Full Enrolment instead of Difference Invoice
    • Troubleshooting - Invoiced Full Enrolment instead of Partial Invoice
    • Troubleshooting - Receipt generated in error
• Enrolments - Student Holidays
• Enrolments - Class & IT Placements
• Enrolments - Accommodation Placements
• Enrolments - Documents
• Enrolments - Emails
• Enrolments - Online Booking System

Group Enrolments

• Groups - Creating a Group Account
• Groups - Creating a Group Enrolment
• Groups - Uploading Student Information
• Groups - Adding an Existing Student to a Group Enrolment
• Preparing a Group Member CSV File in Google Sheets
• Groups - Uploading Individual Student Comments
• Groups - Creating Student Accounts & Enrolments
• Groups - Making Changes
  • Changes Prior to Student Account/Enrolment creation; Prior to invoicing
  • Changes After Student Account/Enrolment creation; Prior to invoicing
  • Changes After Student Account/Enrolment creation; After invoicing
• Groups - Generating Documents & Emailing
• Group Enrolment Finance
  • Groups - Invoice Methods
  • Groups - Combining Invoice Methods
  • Groups - Invoicing Changes

Academics

• Creating a Teacher Account
• Creating Timetable Time records
• Creating Classroom Resource Records
• Classes
  • Creating a Class
  • Scheduling Class Lessons
  • Adding, Editing & Removing Classrooms
• Classing
  • Classing Screen
  • Scheduling Screen
  • Scheduling Screen - Views and Filters
  • Scheduling Screen - Individual Tuition & Recurrent Lessons
  • Scheduling Screen - Individual Tuition Placements
  • Auto Classing (on Course Booking)
• Attendance
  • Marking Attendance
  • Running the Teacher Unmarked Attendance Batch Email
  • Teacher Attendance Not Logged Batch Email
  • Reporting on Attendance
  • Attendance Reporting
• Test Results

Accommodation

• Accommodation Providers
  • Creating an Accommodation Provider Account
  • Accommodation - Matching Preferences
• Accommodation Placements
  • Accommodation Screen Overview
  • Accommodation Screen - Placement
  • Accommodation Screen - Room Reservation
• Accommodation Provider Payments
  • Accommodation Payment Batch - Configure
  • Accommodation Payment Batch - Run - No Invoicing
  • Accommodation Payment Batch - Run - Invoicing Mode
• Accommodation Preference records

Finance

• Finance - Key Principles
• Finance - Simplified Process Overview
• Finance Changes - Enrolment Screen Finance Display
• Finance Changes - Enrolment Screen Commissions - Enforced Reversal and Recreation
• Finance - Terminology
• Receipts & Allocations
  • Creating Receipts & Allocating
  • Unallocating Receipts & Re-allocating
  • Allocations Screen
  • Writing Off Balances
  • Allocation Clear Down (Zero Receipts)
  • Using Agent Commission Credit on Agent Debtor Balance
  • Moving Agent Commission Credit to Agent Debtor Account
• Payments & Allocations
  • Creating Payments & Allocating
• Refunds
  • Processing Refunds
  • Processing Refunds - Overpayments
• Manual Invoice & Credit
  • Creating a manual credit note
  • Creating a Manual Invoice
• Finance Reporting
  • Finance Receipts by Date
  • Invoices and Credits by Date
  • Invoice and Credit Details by Reference Date
  • Aged Debt Reporting
  • Finance Reporting - Transaction Types
  • Finance Reporting - Sales vs Income
  • Enrolment Finance Fields
• Accounting Periods
• Finance 'Organisations'
• Reversing a Receipt, Payment, Invoice or Credit

Sales & Marketing (Schoolworks)

• Creating an Agent Account
• Sending Emails and Documents to Agents
• Agent Commissions and Overrides
• Finance Promotion Codes
• Estimate (quote) Confirmation & Payment Links

Sales & Marketing (Sales Cloud)

• Sales Cloud Overview
• How to: Create a Student Direct Lead, convert to Account & Opportunity, create an Estimate
• How to: Create an Agent Student Opportunity, a related Estimate and convert to Enrolment

Reports & Dashboards

• Reports
  • Reports Overview
  • Creating a Report
  • Exporting a Report
  • Subscribe to a Report
• Dashboards
  • Dashboards Overview
  • Creating a Dashboard
  • Exporting a Dashboard
  • Subscribe to a Dashboard
• Reporting in Salesforce Classic
  • Scheduling Reports (Classic)
  • Creating a Simple Dashboard (Classic)
• Advanced Reporting
  • Supplied Reports
  • Reporting Past/Current/Future Students
  • Reporting on Students in School during a Specific Period
  • Relative Date Filters in Reports
  • Booking Statistics
  • Income (date spread) reporting
  • English UK QUIC Reporting
  • Reporting Enrolment Balances
  • Statistical Week Start Day - for non-Monday Start Days.

eCommerce

• Online Booking System - Services & Service Options
  • Service Dates with Service Options
• Online Booking System - Grouping Services
• Online Booking System - Service Relationships
• Online Booking System - Integrating with your Website
• Online Booking System - Converting an Enquiry
• Online Booking System - Portal Text
• Online Booking System - Translation
• Online Booking System - Estimate Links
• Online Booking System - Branding
• Agency Login-Free Booking Portal
• Online Booking Deposit Option
• Online Booking System - Resetting Password (IH London only)
• Online Booking System - Portal Booking Status

Tests & Digital Forms

• Online Test System - Configuration & Branding
• Online Test System - Question Types
• Online Test System - Test Results Records

Teacher Portal

• Teacher Portal Overview
• Teacher Portal (for Admins)
  • Activating a Teacher Portal Account
  • Deactivating a Teacher Portal Account
  • Teacher Portal - Past & Future Lessons View
  • Teacher Portal - Teacher Self-Assignment of IT Lessons
  • Teacher Portal - Admin Login to the portal as a Teacher
  • Activating Custom Teacher Portal Alert Flag
• Teacher Portal (for Teachers)
  • Teacher Portal - Getting Started/Forgotten Password
  • Teacher Portal - Lessons and Attendance
  • Teacher Portal - Update/Save of Student Record Fields
  • Teacher Portal - Online Class Details & Email to Students
  • Teacher Portal - Creating a Learner Plan
  • Teacher Portal - Handovers
  • Teacher Portal - Handovers (Lightning)

Student Portal

• Student Portal Overview

Flows & Automations

Services & PriceItems

• Services & Price Items Overview
• What is a Service?
  • Copy Service Function
  • Service Dates
  • Service Option Types and Service Options
  • Finance Group (services)
• What is a Price Item?
  • Prices
  • Agent Commissions
• Price List Management
  • Price List & Price List Group Picklists on Account Screens
• Configuring Service/PriceItem for Partial Invoicing (Instalments)

Documents

• Google Drive Integration
• Document Template Branding
• Creating a New Document Template
• Editing Existing Document Templates
• Configuring Document Templates for Group Documents
• Doc Apex Tables
• Auto Document Creation
• Static Documents
• Formatted Reports
• How to remove Header and footer from Google Docs

Emails

• Batch Emails
• Email Credibility - DKIM and SPF

User Management

• User Licenses, Profiles, Permissions, Roles & Public Groups
• User License Comparison
• MFA Access to Salesforce and lost/replacement device
• Setting Up Your Salesforce Passkey
• Reset Customer Experience User Password
• Unlocking "Locked" Enrolments

System Administration

• Finance Setup
  • Finance Nominal
  • Finance Tax Codes
• Integrations
  • Sales Cloud Integration
  • SMS Text Messaging
  • Jitterbit Dataloader
  • Calendly
  • Pardot
    • Pardot Lightning Email Builder
• Miscellaneous System Configuration
  • Creating a Language Record
  • Contact Record Types & Page Layouts
  • System batches
  • School Holidays
  • Statuses - Flags
  • Statuses - Mapping Enrolment to Booking
  • Statuses - Provisional & Expiry Date/Times
  • Adjusting/Defaulting IT Lesson Durations
  • Custom Domain SSL Certificate - New and Renewal
  • Setup or Renew a CA Signing Certificate
  • Student ID Card Printing Troubleshooting
  • Capacity & Occupancy Enforcement