Tours

This guide will show you how to set up Tours as a course and ensembles and enable your students/parents to register for these directly through your registration page.

Before you create your Tours tuition fees, course and ensembles, you will need to follow the steps below first. If you need any assistance with these steps, please see the ‘Initial Setup’ area of our support guides.

Setting up Tours

1. If you have not already done so, create a new Category for Tours (Settings > Department & Category).
   Top tip - Some services use one category for all holiday provisions, including tours and residentials, but you can create these as separate categories to suit your own service's category structure.
2. To invoice for your tours separately from other charges (e.g., term-time tuition), you will need to create a new Upper Charge Category (Settings > Upper charge category), and then create the charge rates for this (Settings > Charge rate).
3. Ensure you have a suitable calendar to link your Tours course to. You will most likely need a separate one to your standard tuition/centre calendars, as Tours usually run outside of usual term-time/teaching dates (Settings > Holiday & School year plan).
4. Ensure you have a suitable registration field set to link your Tours course to. You will most likely want to ask different questions/acquire some different data from your students than you would do for standard teaching courses e.g., additional medical info, dietary requirements, room sharing info etc. (Settings > Registration setup > Fields).

Creating Tours tuition fees (Settings > Tuition fee)

If you offer more than one tour per year at different costs, you will need a separate tuition fee for each of these.

1. Select ‘New tuition fee’.
2. On the fee data card, enter the name of the tuition fee and the fee per school year (the total cost of the tour). The fee per lesson can be set to £0, as there is no individual lesson cost for Tours. 
3. Make sure the Upper charge category is selected correctly! If the wrong one is chosen, this can only be corrected by SpeedAdmin, and your charges and income may be allocated to an incorrect upper charge category.
4. When finished, select ‘Save’. 
    
5. Enter the charge rate information for each different payment instalment. Make sure the Last full price date and Free after this date are all set to the end date of the Tour/last day of sign-up – this will ensure that all students are charged for each instalment, regardless of when they register. (You may be notified that there is an overlap between charge rate dates – that’s OK in this instance!) 
    
6. Repeat steps 1-5 for any different Tours tuition fees you have.

Creating Tours course types (Settings > Course type) and course (Settings > Course)

If you need any assistance with creating courses or course types, please see our support guide.

1. You will need to create a course type for each different Tour rate you have e.g., a tour costing £700 in total could be Tour Rate 1, then another costing £800 could be Tour Rate 2. Create your course types under Settings > Course type.
2. Under Settings > Course, select ‘New course’, and enter the name and public name of your Tours course – this can be simply ‘Tours’, as you only need one course to cover all Tours you may offer.
3. Select the relevant Tours category that you created earlier as part of the Tours set-up.
4. Select the relevant registration fields that you created earlier as part of the Tours set-up.
5. The School category should be set to ‘Music hub’.
6. Select the relevant course code (we’d advise choosing ‘Ensemble unknown’, as this course could be used for different types of Tour ensembles).
7. Select the relevant School year plan that you created earlier as part of the Tours set-up.
8. If desired, add a photo for your course – this will appear on your registration page.
9. Course teaching type should be set to ‘Standard’. 
10. Save your changes to the course data card.
11. Add your course types, checking the number of minutes and number of lessons as you do so. Confirm whether the course types should be open for registration. Link the course types to the correct Tours tuition fees you created earlier. 
     
12. You may wish to use Subcategories to ask which instrument your students will be playing on the Tour – some services use subcategories; others obtain this information in their registration field set questions. 
     

Top tip - You can decide to place your Tours course in the registration tree as you would do with your schools and music centre courses, however we would recommend creating a specific registration page spot for your tours to make them stand out. You can do this using the course cloud link .

Creating a Tours ensemble (Search > Ensemble)

1. Select ‘New ensemble’. 
2. Select the course and course type for the ensemble (make sure you select the right course type if you have more than one!)
3. Confirm the number of minutes and lessons for this specific ensemble.
4. Select/de-select allow re-reg and registration as desired.
5. Add a description for your Tour.
6. Add a title for the Tour.
7. As your course school category is set to ‘Music hub’, it is not necessary to add a Course school on ensembles that use this type of course.
8. You can set a maximum number of students for the ensemble if required but remember that this will automatically assign any registering students to the ensemble and will skip the waiting list until the maximum number of students has been reached.
9. Select ‘Create’ to save. 
   

Once your ensemble has been created and is open for registration, you will see the registration cloud link – this can be sent to students via email for them to sign up directly, and it can be used as a direct link within its own spot on your registration page. 

You the need to add a Teacher to the ensemble at this stage so that the ensemble can be timetabled – this will allow your students to see the starting date and time of the Tour. 

The tour ensemble MUST be timetabled to appear on your registration page (remember, it does not need a Course School though).

For more information regarding registration set up, please see our Registration guide.