What can you learn here: Setting up the basis for your online registration. We will not cover all the functions in the registration here, but give you a guide on how to set up the most important elements to get going.
BEFORE GETTING STARTED
This article is designed for: Superusers/Admins
If you have not yet registered any courses in SpeedAdmin please look at our guide for courses & course types here.
What needs to be set up before starting to work with the registration ?
For SpeedAdmin to display courses or ensembles in the online registration these need to be set-up first. Please view our guide on course & course type to set up courses.
Where in SpeedAdmin do I primarily work with with the registration ?
You find the registration setup page in SETTINGS > REGISTRATION SETUP.
Creating the registration tree
The first task is designing how your courses are presented when displayed in the online registration. Here you need to take in to account ALL courses that you are offering. The system can limit which courses are displayed for a specific venue type (Music hub, Music centre or School), which will be covered later in the guide.
To set up the registration tree go to SETTINGS > REGISTRATION SETUP > REGISTRATION TREE
Once in the tab you have the possibility to create different sections to place your courses in. This is how your courses will then appear in the online registration.
Alternatively, you can continue by adding courses to the registration tree without any sections.
Adding course without sections:
- To add courses to your registration tree (First page no sub-sections), choose "Select courses".
- Select the filter "All" to display all courses.
- Use the department filter or search to make it easier to locate the correct courses.
- Select the courses you want to have displayed in the registration.
- Remember to "Save"!
Adding sections in the registration tree:
When offering many courses it will be easier for your customers if the courses are displayed in sections.
Add one or more sections by choosing the + icon in the "Top" section. You can create as many sections as you need to appropriately group your courses. For example, you may wish to create a different section for each instrumental family (e.g. strings, brass etc.)
When creating a new section you need to:
- Enter the name
- Save the new section by clicking the green tick
- Add the courses you want displayed in the section
Once you are satisfied with the structure of the registration tree and you have added courses to the sections remember to "Save".
Designating courses by venue selected:
It is very common for music services to offer tuition at different venue types. All venues in SpeedAdmin are registered in SEARCH > SCHOOL.
In SpeedAdmin you have the possibility to offer courses in 3 main venue types ('School category'):
- School (In-school tuition)
- Music Centre
- Music hub
These are the default SpeedAdmin venue types but these can be adapted to suit the needs of the service. For example, if Music hub is not used, this could be re-named "Online tuition".
To designate which venue a "School" is registered at, edit the data card of the school and select:
- School category - Is it a school, music centre or music hub?
- Open for signup - can students have the option to select this as a course school in the registration?
- Visible upon registration - can students have the option to select this as a home school in the registration?
Remember - a 'course school' is where the lesson/ensemble is actually taking place; a 'home school' is the school that the student attends during the school day
Once you have edited the data card select the tab below the data card named "Manage individual lessons".
- In this tab you will get all courses with each lesson course type displayed. Keep in mind that you will only be able to see courses with the same venue type/school category e.g. if you are editing the lessons available for a school with the school category "Music hub", then you will only see the courses displayed that have been created with the category "Music hub".
- Mark the course and course type combinations you wish to be displayed when the school category is selected during registration
- Since you have already created the registration tree, if many courses are offered at the school they will appear within the different sections you created earlier.
Example of the end result below: 1. School category; 2. Specific course school selected; 3. Registration tree based on course availability in the school selected
General settings for the registration
To set general settings such as activating the registration for students, allowing priority, setting up automatic email templates and many more options have a look at the first page in the registration setup. SETTINGS > REGISTRATION SETUP > GENERAL (TAB)
Some of the basic settings you will need to look at here are:
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- Send email to new student - Edit the template to communicate what your service wants the students and guardians to receive after completing the registration.
- Additional student contacts - Allows the guardian registering to request a second contact to add their details by adding the second contact's email (GDPR conforming)
- For all other settings, please hover the mouse over the
symbol next to each setting to see a description of the function.
Fields (Personal data entered when registering)
In this section, you can select which fields are required for the student and guardian to fill out when adding their personal information.
By selecting "Edit" on the "Standard" field set, you can edit and add fields, and you are able to mark which fields are obligatory (Required) to fill out. Questions can also be created and added in this section.
If you have direct debit mandate activated (consult with your SpeedAdmin consultant) you can also add fields to be filled out during the registration.
You can create several field sets if you require different personal information and questions to be filled out depending what course is selected in the registration. You can specify what field set the course will use on the course datacard.
Registrable courses (On/off for courses displayed in the registration)
Now you did select what courses are displayed by venue and we built the registration tree, so is there any need for a "ON/Off" button for a course & course type for the registration!?
The answer is simple, imagine you would want a course not to be displayed in the registration for 2 weeks. Would you want to rebuild the registration tree or go through all of your venues to set the course to "No".
Here you have a central list that quickly can set the course & course type offer inactive. Once you set it to active it pops up in the registration tree at the venues you selected earlier.
Course constraints (Age or number of course limit)
In this menu you can create a grouping of courses where you set a registration criteria by age (example 5 to 10 years) and populate the grouping with courses. Meaning that when selecting courses in the registration and a course in the grouping is selected the system will only allow students in the age range to register.
Same mechanics work for the max number of courses. All courses in the group count in on the number set on the group. Setting 2 courses for the grouping will make the system limit the selection to a max of 2 courses to register.
Texts
These are your texts displayed in the registration such as "Last page" when pressing register. Go through the text sections and fill out all relevant texts. Especially important are the T&C's and GDPR (Data protection) texts.
Discount application
If you would like the registration to offer a discount application you must activate it and add fields you wish to be filled out in this section. Bear in mind that all discount applications added in the registration will be displayed in the inbox in SpeedAdmin. All applications can be processed in a bespoke menu in SpeedAdmin.
Also the discount application will need to be added as a element in the registration start page design (see "Designing the registration" below)
Instrument hire
If you would like the registration to offer a instrument hire application you must activate it and add fields you wish to be filled out in this section. Bear in mind that all instrument hire applications added in the registration will be displayed in the inbox in SpeedAdmin. All applications can be processed in a bespoke menu in SpeedAdmin.
Also the instrument hire application will need to be added as a element in the registration start page design (see "Designing the registration" below)
"Designing" the registration
Remember when designing the registration that changes are always live. Consider closing the registration when editing the design of the registration.
As a admin in SpeedAdmin you are able to design the graphical elements in your registration and what elements like search functions or applications you want displayed.
Your logo will automatically be added or you can add it on the first page of the registration settings.
You can also use 2 custom colours to design the registration. Email support@speedadmin.com and specify the colours (Hex code required)
Start designing
Access the test link for the registration. As a admin you will have options that your student's and guardians do not have such as editing the "Spot" zones. Spot zones are sections you can add elements into. Be aware that spot zones have certain widths so try out how the different elements behave in the different spot zones.
As default the system populates:
- A welcome text
- The registration tree
- A search function
If you wish to edit these elements you can do this in the top right corner of the spot.
Once in edit mode you can change:
- Type of spot - Is this spot to change functionality completely you can change this here.
- Colour scheme - If custom colours have been set you can select this here.
- Spot size - If the spot type allows it you can set this spot smaller then the full size of the spot zone.
- Spot header - Header text
- Image - A picture says more then a 1000 words! Upload your own picture if you wish.
- Spot text - Main body text for the spot.
- Spot link title - If you wish to have a link in the spot, maybe a text like "Click here" is better then displaying the adress
- Web adress (URL) - In conjunction with the spot link title this can link to a url adress.
- Open in new tab - Mark if you want you link to open in a new tab.
- When working in a spot remember to save once you are done or if there are several similar spots you can move your current spot up or down.
There are certain spot types that tie in functionality when your students or guardians are registering. Examples are "search", "Discount application" and "Instrument hire"
This concludes the basic setup for the registration. Feel free to test your registration from start to end by registering a test student.
TIP - If you add elements like "Discount application" or "Instrument hire" to zone B. they will keep displaying even if your customers select and navigate within the registration and are navigating away from the start page. Making those elements easy to spot and just a click away when electing courses.