If you would like to have students book their exams through your music service you can do that following these steps:
- Create Department/Category + Course/Course type
- Setup registration form
- Charges - setup Upper charge category, Ledger codes and Fees.
- Assign exams as a course
1. Create Department/Category + Course/Course type
- In Settings/ Master Data -> Department and Category you can create a new category under one of your existing departments:
This will allow you to easily see what exams have been booked to let the exam boards know (via a list).
- Then create a course type for every Grade (Settings/ Course -> Course Type):
- You will now need to create the course. This will be the Exam Board and you will need to create a course for each board. (Settings/ Course) -> New course:
- Complete the required fields:
Select 'N/A' for the course code.
Top tip - You may want to also create a specific set of questions for pupils if they are applying for exams as you might not need all the information you do for a pupil having actual lessons. You can create a new field set in the registration setup (Settings/ Registration and de-registration/ Registration setup/ Fields):
- Once you have created the course you need to allocate the course types (Grades) that pupils can choose from:
- Then create the instrument subcategories. Here you need to add every instrument that a pupil can take an exam in for each exam board. You can create your own subcategory header for this course and use it on all the exam board courses:
2. Setup for registration
By adding the Course with Course teaching type being "Music Hub", it is possible to use the cloud link directly of the course, and not necessarily assign a course school. Thereby possible to share the link to the relevant students or input the hyperlink onto your website and SpeedAdmin application page. For example:
It is also possible to create the Exam board as a "School"
Search School - New school:
You can then manage the courses on the "Manage Individual lesson" tab where you also can get direct links for sign up:
By adding a course school each exam board can be handled with a dashboard etc.
3. Charges - setup Upper charge category, Ledger codes and Fees.
- If you want to invoice the exams at a different time than your normal tuition and schools, we recommend that you create a new Upper Charge Category (Settings/ Charges/ Upper Charge Category).
- For financial reporting it would be a good idea to create a separate ledger code for this (Settings/ Charges -> Ledger Codes):
- Then create tuition fees for each grade and exam body (Settings/ Charges-> Tuition Fee)
- Select New tuition fee and remember to set the Upper charge category to Exams
- Here you will need to enter the Grade, and the cost of the exam in the fee per school year and fee per lesson. It will be the same as they will only be having the one exam:
- Then the charge rates need to be applied. The last full price date will be the last date of every term and this also applies to the free after date:
- When creating the other tuition fees, to speed things up you can copy the rates from the first tuition fee that you created. Just remember to update the amount and the charge text:
- Then allocate the correct tuition fee to the course type (Settings/ Course -> Course Type)
4. Assign exams as a course
You are now able to assign exams as a lesson on students that have signed up.
When assigning the lesson the charge should automatically be assigned to the students
Be aware that when handling the students exam as a course you should discontinue the students after their exam to make sure they are not being charged for the following rate.
Regarding the "teacher" that needs to be assigned you can setup a dummy teacher or a exam coordinator.