Schoolworks Knowledgebase

Getting Started

• Activating your Account
• Resetting your password
• Changing your password/security question
• Multi Factor Authentication
• Schoolworks Support - Knowledgebase
• Schoolworks Support - Best Practices and Process
• Accessing Jira Support/Project Ticket Desk

System Navigation

• Basic Navigation
• Customising your Navigation Bar
• List Views
  • Editing a list view
• Switching between Lightning and Classic

System Structure & Key Concepts

• System Overview and Terminology
• School and School Assignment

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 - Invoicing
    • Invoicing
    • Invoicing - Credit & Reinvoice
    • Enrolments - Editing Bookings
  • Enrolment Finance - Partial Invoicing
    • Partial Invoicing - Deposits
    • Partial Invoicing - Instalments
    • Partial Invoicing - Instalments (Making Changes)
  • Enrolment Finance - Cancellations
  • Enrolment Finance - Troubleshooting
    • Troubleshooting - Invoiced Full Enrolment instead of Partial Invoice
    • Troubleshooting - Invoiced Full Enrolment instead of Difference Invoice
    • Troubleshooting - Receipt generated in error
• Enrolments - Student Holidays
• Enrolments - Class & IT Placements
• Enrolments - Accommodation Placements
• Enrolments - Documents
• Enrolments - Emails
• Enrolments - Online Booking System
• Online Booking System - Converting an Enquiry

Group Enrolments

• Groups - Creating a Group Account
• Groups - Creating a Group Enrolment
• Groups - Uploading Student Information
• Groups - Uploading Individual Student Comments
• Groups - Creating Student Accounts & Enrolments
• Groups - Making Changes
• Groups - Generating Documents & Emailing
• Group Enrolment Finance
  • Groups - Invoice Methods
  • Groups - Combining Invoice Methods
  • Groups - Invoicing Changes

Academics

• Creating a Teacher Account
• Classes
  • Creating a Class
    • Scheduling Class Lessons
  • Adding, Editing & Removing Classrooms
• Classing
  • Classing Screen
  • Scheduling Screen
  • Auto Classing (on Course Booking)
• Attendance
  • Marking Attendance
  • Running the Teacher Unmarked Attendance Batch Email
  • Teacher Attendance Not Logged Batch Email
• Test Results

Accommodation

• Accommodation Providers
  • Creating an Accommodation Provider Account
  • Accommodation Accounts - 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

Finance

• Finance - Key Principles
• Finance - Simplified Process Overview
• Finance - Terminology
• Receipts & Allocations
  • Creating Receipts & Allocating
  • Allocations Screen
  • Unallocating Receipts & Re-allocating
  • Writing Off Balances
  • Allocation Clear Down (Zero Receipts)
• 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
  • Finance Reporting - Enrolment Finance Fields
• Accounting Periods
• Finance 'Organisations'

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
  • Relative Date Filters in Reports
• Dashboards
  • Dashboards Overview
  • Creating a Dashboard
  • Exporting a Dashboard
  • Subscribe to a Dashboard
• Supplied Reports
  • Booking Statistics
  • Income (date spread) reporting
  • Reporting Past/Current/Future Students
  • English UK QUIC Reporting
• Reporting in Salesforce Classic
  • Scheduling Reports (Classic)
  • Creating a Simple Dashboard (Classic)

Online Booking System

• Online Booking System - Services & Service Options
• Online Booking System - Grouping Services
• Online Booking System - Service Relationships
• Online Booking System - Integrating with your Website
• Online Booking System - Portal Text
• Online Booking System - Translation
• Online Booking System - Booking Portal Options
• 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

Online Test System

• 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 (for Teachers)
  • Teacher Portal - Getting Started/Forgotten Password
  • Teacher Portal - Lessons and Attendance
  • Teacher Portal - Handovers
  • Teacher Portal - Creating a Learner Plan

Student Portal

• Student Portal Overview

System Administration

• Configuring Services & Price Items
  • 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)
• Document Templates
  • Google Drive Integration
  • Document Template Branding
  • Creating a New Document Template
  • Editing Existing Document Templates
  • Doc Apex Tables
  • Creating Static Document Records
  • Formatted Reports
  • How to remove Header and footer from Google Docs
  • Auto Document Creation
• Email Templates
• User Management
  • User Licenses, Profiles, Permissions, Roles & Public Groups
  • User License Comparison - Schoolworks & Sales Cloud
  • MFA Access to Salesforce and lost/replacement device
  • Reset Customer Experience User Password
• Integrations
  • Sales Cloud Integration
  • SMS Text Messaging
  • Jitterbit Dataloader
  • Calendly
  • Pardot
    • Pardot Lightning Email Builder
• Miscellaneous System Configuration
  • Creating a Language Record
  • System batches
  • School Holidays
  • Status Flags
  • Adjusting/Defaulting IT Lesson Durations
  • Setup or Renew a CA Signing Certificate
    • Custom Domain SSL Certificate - New and Renewal
  • Student ID Card Printing Troubleshooting
  • Online Booking System Activation
• DKIM and SPF Email Credibility

Release Updates

• v3.761 - February 2022
  • Finance Changes - Enrolment Screen Finance Display
  • Finance Changes - Enrolment Screen Commissions - Enforced Reversal and Recreation
  • Enrolment Finance 'Tidy Up' Reverse and ReInvoice/ReCredit/RePrice Finance Buttons
  • Finance - Enrolment Partial Invoicing
  • Scheduling Screen - Individual Tuition & Recurrent Lessons
  • Teacher Portal - Update/Save of Student Record Fields
  • Teacher Portal - Online Class Details & Email to Students
  • Teacher Portal - Lightning
  • Contact Record Types & Page Layouts
  • Statistical Week Start Day - for non-Monday Start Days.