Setup School Provision and Manage Requests (Admin Overview)

This guide will show you how to set up your school provision area, allowing schools to request ensembles and other provisions directly through SpeedAdmin. You will also learn how to manage submitted requests and create ensembles from these.

To get started, you will need to ask SpeedAdmin Support to activate the School Provision Feature. Once this has been done, you will begin the set-up by creating your Subject Areas.

Add the correct rights to your Internal admin/ Superusers: They will need these to be able to setup and manage the School Provision Feature.

Adding the menu options (Settings > Menu > Select Rights group > Edit:)

Creating Subject Areas and allocating to Courses (Settings > Subject Area)

Each School Provision Course is allocated a Subject Area, categorising the type of provision. This could be Whole Class, Bought Peri Time, Lunchtime Ensembles etc., as well as splitting between Primary and Secondary Schools. These Subject Areas also act as filters for your schools when they are requesting a provision from the School Provision request area:

Decide which Subject Areas make the most sense for your service and your Courses.

1. Under ‘Settings/ Subject Area’, select the ‘School Provision’ tab.
2. Select ‘Create’ to create your first Subject Area.
3. Enter the name of the first Subject Area in the free field.
4. Select ‘Create’ to save.
5. Repeat as required to create all your Subject Areas:

 
Top tip – Both the Subject Areas and Courses will appear in alphabetical order on the School Provision request area. If you would like these to show in a particular order, you can just prefix these numerically:

Once these have been created, you can then assign each of your Courses to a Subject Area.

 

Adding Subject Areas to your courses

1. Search for and select the first Course to add a Subject Area to (Search > Course)

2. Select Edit on the Course datacard: 

3. Select the appropriate Subject Area from the dropdown and then select ‘Save’:

4. Repeat with all other School Provision courses.

 

Top tip – As you are working your way through your Courses, double check that the School Category is set to ‘School’, and the Course teaching type is set to ‘School Provision’ – if not, these courses will not show in the School Provision request area! 

You will also need to make sure the course types on each course are open for registration if you want your schools to be able to request that provision. It is also worth double checking that these are linked to the correct tuition fees or hourly rates, as your school contacts will also be able to see fee information:

Top tip  - You may want to add a photo or description for each of your School Provision courses, if this has not already been done. These will be visible for your school contacts in the School Provision request area.

 

You can add photos via the course datacard, and more information about the course under the Description tab:

 

The final step is to add your request T&Cs and Header for the request area. You can do this under Settings > Registration setup > Texts. Scroll down towards the bottom to find the two school texts to complete:

 

Your courses and registration texts will now appear under the School Provision Request area:

You have now completed the set-up for your School Provision and your School Contacts are now able to request School Provision directly through SpeedAdmin. Please see our School Provision (School Overview) guide for information regarding the School Contacts’ side of the request.

 

Managing School Provision requests (School Provision > Admin Overview)

When a school submits a request, you are able to view, edit and create ensembles from these via the Admin Overview. 

 

Along the top, you will see different request statuses, enabling easy tracking of the request process and seeing which ensembles have already been completed. You can also filter by School and Subject Area, allowing you to focus on more specific requests, as well as exporting the request results to Excel:

Status meanings:

1. New – brand new request that has not yet been processed/responded to
2. Rejected – requests that your service were unable to fulfil
3. Waiting – requests that have started being processed, but not yet ready to complete (e.g. you are waiting to confirm teacher availability)
4. Pending school – you have sent the request back to the school as you require more information/clarification
5. Pending admin – the school has replied to a previous question from the service
6. Completed – the request has been completed and an ensemble has been created

 

Select the dropdown arrow on a request to see the full request details:

 

You can change the status of a request by selecting the ‘New’ dropdown:

 

You can also add comments for either internal staff or to send back to the school:

 

Top tip – Adding a comment for the school will automatically change the status of the request to ‘Pending School’ which will create a notification to the school advising them that the service has a question. Adding an internal comment will not affect the status of the request.

 

When you are ready to complete the request, change the status to ‘Complete and create ensemble’. This closes the request, moves it to ‘Completed’ and automatically opens up the ‘Create Ensemble from request’ window:

1. Enter the ensemble title – remember, the Course name and Course School will be visible elsewhere, so these details so not need to be included in the ensemble title.
2. The minutes per week and number of lessons will be pre-filled from the requested Course type, but these can still be amended if necessary.
3. Select ‘Allow re-signup’ if your schools will have permission to continue the ensemble into the next academic year.
4. Add any additional comments specific to this ensemble.
5. Select the start date and time – the ensemble will automatically be placed into the teacher’s timetable to start from then. 
   Top tip – make sure you are creating the ensemble in the correct academic year!
6. If you use Rooms, select the correct location for the ensemble.
7. Select the teacher from the dropdown, confirm they are the primary teacher and select ‘Insert’
8. Select ‘Create’ to save these details and create the new ensemble:

 

The request now sits under the ‘Completed’ status, and you can easily access the created ensemble by selecting ‘Go to ensemble’:

REMEMBER - If the ensemble uses an hourly rate, you will still need to generate the charges on the school once the ensemble has been created. 'Fixed' tuition fees will automatically be added to the school's charges as usual. 

 

Top Tip - If you use the salary calculator and need to increase or decrease the hourly rate for a teacher against a specific ensemble, this can be done on the ensemble itself once it has been created.  

 

To keep admin and your schools up to date with any new requests or changes to existing requests, you can allow 'Superuser' and 'User' notifications (Settings > Notification Subscription Settings):