Appearance
Service Types ​
A Service Type describes one thing your service sells or delivers - violin lessons at a centre, membership of the county orchestra, an instrument on hire, a workshop bought by a school. Almost everything else in Xperios hangs off one: activities, applications, invoices, teacher pay and what parents see on the Portal.
It is also the most conditional screen in the product. Of the 83 fields on it, only six are shown for every kind of service; the rest appear and disappear depending on the category you pick and on what you have already ticked. That is deliberate - you are only ever shown the settings that mean something for the kind of service you are setting up - but it does mean the screen looks different every time.
Where to find it: Settings > Activity > Service Types
The category cannot be changed later
Service Type Category decides which fields exist, which tabs appear, and how the service behaves everywhere else in Xperios. Once the Service Type has been saved the field is hidden and cannot be changed. If you pick the wrong one, create a new Service Type.
Choosing the category ​
There are sixteen. Pick on how the service is delivered and who is billed, not on what it is called.
| Category | What it is for |
|---|---|
| Centre Direct Tuition | Tuition delivered at one of your own centres, billed to the pupil or their payer. |
| Centre 1 to 1 Tuition | One-to-one tuition at a centre. Lessons are created for the pupil once they have signed up. |
| School Direct Tuition | Tuition delivered in a school, billed to the pupil or their payer rather than to the school. |
| School 1 to 1 Tuition | One-to-one tuition in a school, billed to the pupil or their payer. |
| Home 1 to 1 Tuition | One-to-one tuition at home or online, billed to the pupil or their payer. |
| Indirect Tuition | Tuition delivered in a school where the school is billed, not the pupil. Runs under a service level agreement. |
| Group Membership | Membership of an ensemble, orchestra, band or choir, charged as a membership rather than as lessons. |
| Pupil Resource Hire | An instrument or piece of equipment hired to a pupil. |
| Organisation Resource Hire | An instrument or piece of equipment hired to a school or other organisation, under an agreement. |
| Event | A one-off bookable event with a capacity. The only category that offers delegate booking and invitations. |
| Audition | An audition a pupil applies for and attends. |
| Exams Sessions | An examination session a pupil is entered for. |
| Study | A study session or course. Not shown in the catalogue. |
| Allowance | Time allocated to a teacher for work that is not tuition. Internal only: no application, no catalogue, no emails. |
| Scheduled Purchases eg Workshops/Consultancy | A scheduled purchase such as a workshop or a piece of consultancy, bought by an organisation. |
| Resource Purchases e.g. Licenses, Packages | An outright purchase such as a licence or a package, rather than a hire. |
The five direct tuition categories - Centre Direct, School Direct and the three 1 to 1 categories - behave as a group throughout the screen, and several settings appear only for them. Indirect Tuition is the odd one out: the school is billed rather than the pupil, so it loses the application and offer settings and gains the agreement ones.
What Xperios sets for you ​
Picking a category immediately fills in sensible defaults. You can change most of them afterwards, but it is worth knowing they moved. Every category resets these three:
- Booking Type to Individual
- Auto Schedule to on
- Invoice Frequency to Termly
and then applies its own:
| Category | Also sets |
|---|---|
| Allowance | Show In Catalog off; Allow Organisations off; Allow Individuals off; Progress Activities off; Progress Activities Automatically off; Send New Application To Teacher Email off; Send Next Lesson Email off; Send Resource Assigned Email off; Send Transfer Email off; Send Withdrawal Email off; Send Cancel Email off; Send New Application Email off; SLABased off; Area cleared |
| Study | Show In Catalog off; Allow Organisations off; Allow Individuals off; Send Schedule Change Email off; Send Cancel Email off; Send New Application Email off; SLABased off; Area cleared; Invoice Frequency Yearly |
| Centre Direct Tuition | Show In Catalog on; Allow Organisations on; Allow Individuals on; Progress Plans Status Confirmed; SLABased off; Area cleared |
| Centre 1 to 1 Tuition | Show In Catalog on; Allow Organisations on; Allow Individuals on; Progress Plans Status Confirmed; SLABased off; Area cleared |
| School Direct Tuition | Show In Catalog on; Allow Organisations on; Allow Individuals on; Progress Plans Status Confirmed; SLABased off |
| School 1 to 1 Tuition | Show In Catalog on; Allow Organisations on; Allow Individuals on; Progress Plans Status Confirmed; SLABased off |
| Home 1 to 1 Tuition | Show In Catalog on; Allow Organisations on; Allow Individuals on; Progress Plans Status Confirmed; SLABased off |
| Indirect Tuition | Show In Catalog on; Allow Organisations on; Allow Individuals off; Progress Plans Status Confirmed; Send Cancel Email off; Send New Application Email off |
| Scheduled Purchases eg Workshops/Consultancy | Show In Catalog on; Allow Organisations on; Allow Individuals off; Progress Plans Status Confirmed; Send Schedule Change Email off; Area cleared |
| Event | Show In Catalog on; Allow Organisations on; Allow Individuals on; Send Cancel Email off; Area cleared; SLABased off; Invoice Frequency Yearly |
| Exams Sessions | Show In Catalog on; Allow Organisations on; Allow Individuals on; Send Cancel Email off; Area cleared; SLABased off; Invoice Frequency Yearly |
| Group Membership | Show In Catalog on; Allow Organisations off; Allow Individuals on; SLABased off; Area cleared |
| Audition | Show In Catalog on; Allow Organisations on; Allow Individuals on; Send Cancel Email off; SLABased off; Area cleared; Invoice Frequency Yearly |
| Pupil Resource Hire | Show In Catalog on; Allow Organisations off; Allow Individuals on; Send Schedule Change Email off; SLABased off; Area cleared |
| Organisation Resource Hire | Show In Catalog on; Allow Organisations on; Allow Individuals off; Send Schedule Change Email off; SLABased off; Area cleared |
| Resource Purchases e.g. Licenses, Packages | Show In Catalog on; Allow Organisations on; Allow Individuals on; Send Schedule Change Email off; SLABased off; Area cleared; Invoice Frequency Yearly |
The tabs ​
| Tab | When it appears |
|---|---|
| Detail | Always. Everything below is on this tab. |
| Dates | All except Resource Purchases, Organisation Resource Hire, Pupil Resource Hire and Allowance. |
| Description | All except Allowance. |
| Email Templates | All except Allowance, Scheduled Purchases and Resource Purchases. |
| Terms and Conditions | Events, Auditions, Exams Sessions and Study only. |
| Report Periods | The five direct tuition categories and Indirect Tuition. |
| Non Working Time | Always. |
The Detail tab ​
The Detail tab is divided into nine areas, and whole areas switch off together. If an area is missing entirely, it is not relevant to the category you chose.
General ​
Defines the general And common properties Of the Service Type
When this area appears: Always.
Service Type ​
The name of the service, as you and your team will see it. Required - you cannot save without it. If the Title is empty when you type this, it is copied into the Title as well.
Service Type Category ​
What kind of service this is. This is the most important choice on the screen - see Choosing the category. Once the Service Type has been saved the field disappears and cannot be changed.
| Option | Stored as |
|---|---|
| Centre Direct Tuition | 1 |
| Indirect Tuition | 10 |
| Allowance | 11 |
| Centre 1 to 1 Tuition | 12 |
| School 1 to 1 Tuition | 13 |
| Home 1 to 1 Tuition | 14 |
| Scheduled Purchases eg Workshops/Consultancy | 15 |
| Resource Purchases e.g. Licenses, Packages | 16 |
| Event | 2 |
| School Direct Tuition | 3 |
| Group Membership | 4 |
| Audition | 5 |
| Pupil Resource Hire | 6 |
| Exams Sessions | 7 |
| Organisation Resource Hire | 8 |
| Study | 9 |
Appears for: Every category
Service Type Title ​
The heading shown to applicants on the Portal. Defaults to the Service Type name.
Appears for: All except Allowance
Service Type Sub Title ​
A line of supporting text shown under the title on the Portal.
Appears for: All except Allowance
Area ​
The geographic area this service belongs to. Only appears if your system is configured to use Areas, and is cleared automatically for most categories.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Indirect Tuition, Group Membership
Requires the system option: Use Area
Department ​
The department that runs this service.
Ledger Code ​
The ledger code income for this service is posted to. Defaults to the first code in the list.
Manager ​
The user responsible for this service. Any contact who is a User can be chosen.
Appears for: All except Allowance
Assistant Manager ​
A second user responsible for this service.
Appears for: All except Allowance
Teacher Activity Type ​
The activity type recorded against the teacher for work on this service, which is what teacher pay is calculated from.
Appears for: All except Pupil Resource Hire, Organisation Resource Hire, Resource Purchases e.g. Licenses, Packages
Start Date Option ​
When tuition is allowed to start once an application is accepted.
| Option | Stored as |
|---|---|
| Start ASAP | 1 |
| Start of Term or Half Term | 2 |
| Start Next Term | 4 |
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership
Start Date Overrun ​
How many days past a start date an application can still arrive and be given that start. If Start Date Option is Start Next Term and the overrun is 14, an application in the first fortnight of term still starts this term rather than waiting for the next one.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership
Start Date Underrun ​
The opposite of the overrun: how close to a start date an application is still accepted for it. With an underrun of 14, an application arriving in the fortnight before term begins is held over to the following term instead.
Auto Schedule ​
Create the lesson schedule automatically rather than building it by hand. Set on whenever you change category.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition
Note Of Interest Area ​
The Note of Interest Area interest in this service is recorded under. The areas themselves are set up separately.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition
Resource Service Type ​
A hire Service Type offered alongside this one, so an applicant can book tuition and hire an instrument in a single application. The list only offers Pupil Resource Hire Service Types.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Indirect Tuition
Booking Type ​
How places are booked. Only Events can be anything other than Individual, and choosing Groups is what reveals the four Delegate Type fields.
| Option | Stored as |
|---|---|
| Individual | 0 |
| Groups | 1 |
| List | 2 |
Appears for: Event
Delegate Type 1 ​
Names a kind of delegate attending the event - pupils might be one, teachers another. Four can be defined.
Appears for: Event
Only shown when: Booking Type is set to Groups
Delegate Type 2 ​
A second kind of delegate. See Delegate Type 1.
Appears for: Event
Only shown when: Booking Type is set to Groups
Delegate Type 3 ​
A third kind of delegate. See Delegate Type 1.
Appears for: Event
Only shown when: Booking Type is set to Groups
Delegate Type 4 ​
A fourth kind of delegate. See Delegate Type 1.
Appears for: Event
Only shown when: Booking Type is set to Groups
Allow Request Modification ​
Let the payer ask for a change to this service from the Portal, rather than having to telephone you.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Pupil Resource Hire
Allow Request Withdrawal ​
Let the payer ask to withdraw from the Portal. Clearing this erases the withdrawal request text.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Pupil Resource Hire
Withdrawal Request Text ​
The wording shown on the Portal when somebody asks to withdraw.
Appears for: All except Indirect Tuition, Organisation Resource Hire, Allowance, Scheduled Purchases eg Workshops/Consultancy
Only shown when: Allow Request Withdrawal is ticked
Finance ​
Defines the Financial Properties Of the Service Type
When this area appears: All except Allowance, Scheduled Purchases, Indirect Tuition, Study and Resource Purchases.
SLABased ​
Whether activity on this Service Type appears on a service level agreement.
Appears for: Indirect Tuition, Organisation Resource Hire, Scheduled Purchases eg Workshops/Consultancy, Resource Purchases e.g. Licenses, Packages
Invoice Frequency ​
How often this service is invoiced. Reset every time you change category - to Yearly for Events, Auditions, Exams Sessions, Study and Resource Purchases, and to Termly for everything else.
| Option | Stored as |
|---|---|
| Termly | T |
| Yearly | Y |
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Indirect Tuition, Group Membership, Pupil Resource Hire, Organisation Resource Hire, Scheduled Purchases eg Workshops/Consultancy
Direct Purchase ​
The applicant pays at the point of application instead of being made an offer. Turning this on turns the offer process off, and hides the whole Offer Area.
Appears for: Centre Direct Tuition, School Direct Tuition, Group Membership, Pupil Resource Hire
Offer Discount Codes ​
Whether discount codes may be used against this Service Type.
Appears for: Group Membership, Event, Audition, Exams Sessions
Multi Activity Discount Type ​
Whether a discount applies when the same payer takes more than one activity, and if so whether it is a cash value or a percentage. Setting it to anything other than None reveals the three fields below it.
| Option | Stored as |
|---|---|
| None | N |
| Percentage | P |
| Value | V |
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership
Multi Activity Discount Value ​
The discount given. Shown as currency when the type is Value and as a percentage when the type is Percentage.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership
Only shown when: Multi Activity Discount Type is anything other than None
Multi Activity Adult Discount ​
The equivalent discount for an adult pupil.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership
Only shown when: Multi Activity Discount Type is anything other than None
Multi Activity Discount Max No ​
The largest number of activities the discount will be applied to.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership
Only shown when: Multi Activity Discount Type is anything other than None
Auto Generate Credits ​
Credits an invoice automatically for lessons that were not delivered. Other settings decide when that applies.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership
Invoice From ​
The date invoicing for this Service Type first runs from.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Indirect Tuition, Group Membership, Pupil Resource Hire, Organisation Resource Hire, Scheduled Purchases eg Workshops/Consultancy
Tuition ​
Defines the Tuition Properties Of the Service Type
When this area appears: The six tuition categories, and only if your system processes absence notifications.
Pupil Absent Sessions Emails Trigger ​
How many sessions a pupil may miss before an absence email is sent. Must be between 1 and 10. Setting it above zero reveals the field below and sets it to 3.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Pupil Resource Hire, Event, Audition, Exams Sessions
Requires the system option: Process Absence Notifications
Pupil Absent Sessions Max ​
The most absence emails that will be sent. Must be between 1 and 3.
Appears for: Every category
Only shown when: Pupil Absent Sessions Emails Trigger is more than zero
Application ​
Defines the Application Properties
When this area appears: All except Allowance, Indirect Tuition and Resource Purchases.
Show In Catalog ​
Offer this service in the public catalogue on the Portal. Turned off automatically for Allowance and Study.
Appears for: All except Study, Allowance
Allow Individuals ​
Accept applications from individual people.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Event, Audition, Exams Sessions, Resource Purchases e.g. Licenses, Packages
Allow Organisations ​
Accept applications from schools and other organisations.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Event, Audition, Exams Sessions, Resource Purchases e.g. Licenses, Packages
Request Additional Contacts If Adult ​
If the applicant Is an adult, Do you want To request an additional contact
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Event, Audition, Exams Sessions
Requires 2nd Contact ​
Whether an applicant must give a second, emergency contact. Left unticked, the second contact is optional rather than refused.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Event, Audition, Exams Sessions
Request DOB If Adult ​
Whether adult applicants are asked for their date of birth.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Event, Audition, Exams Sessions
Requires Doctor Details ​
Whether the applicant is asked to fill in their doctor's details.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Event, Audition, Exams Sessions
Application Text ​
The wording shown to somebody filling in an application for this service.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Pupil Resource Hire, Event, Audition, Exams Sessions
Accepted Text ​
The wording shown once an application has been accepted.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Pupil Resource Hire, Event
Offer ​
Defines how Offers are made And managed
When this area appears: Always for Events. Never for Allowance, Audition, Exams Sessions, Indirect Tuition, Organisation Resource Hire, Study or Scheduled Purchases. For the rest, only once Use Offer Process is ticked.
Use Offer Process ​
Make applicants an offer they have to accept, rather than enrolling them straight away. Hidden once Direct Purchase is on, and it is this field that reveals most of the Offer Area.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Pupil Resource Hire
Only shown when: Direct Purchase is not ticked
Days Offers Open ​
How many days an offer stays open. It is withdrawn if it has not been accepted in that time.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Pupil Resource Hire, Event, Study
Only shown when: Direct Purchase is not ticked, and Use Offer Process is ticked
Offer Notification Frequency ​
How often, in days, the payer is reminded about an offer they have not yet accepted.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Pupil Resource Hire, Event, Study
Only shown when: Direct Purchase is not ticked, and Use Offer Process is ticked
Offer Open Period Text ​
The wording shown on the Portal alongside an offer.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Pupil Resource Hire, Event, Study
Only shown when: Direct Purchase is not ticked, and Use Offer Process is ticked
Include Time In Offer Emails ​
Include the lesson time in the offer email. Only meaningful where a time has been scheduled, which is why it is limited to the five direct tuition categories.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition
Only shown when: Direct Purchase is not ticked
Offer Acceptance Info ​
Added as an extra paragraph on the offer email.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Pupil Resource Hire, Event, Study
Only shown when: Direct Purchase is not ticked, and Use Offer Process is ticked
Assignment Info ​
Intended to carry wording shown to a hirer when an instrument is assigned to them.
Not yet implemented
The box accepts text and saves it, and the text is sent out to the Portal along with the rest of the Service Type, but nothing displays it. Its two neighbours, Application Text and Accepted Text, are used by the Portal; this one is not used anywhere. Leave it empty until the Portal side is built.
Appears for: Pupil Resource Hire
Invite ​
Defines how Invites are made And managed
When this area appears: Events only.
Days Invites Open ​
How many days an invitation from the waiting list stays open before it is withdrawn.
Appears for: Event
Invite Notification Frequency ​
Where a waiting list is in use, how often applicants are reminded that they have been invited from it.
Appears for: Event
Invite Open Period Text ​
The wording shown on the Portal alongside an invitation.
Appears for: Event
Progression ​
Defines how Schedules, Pupils and Resource Hires progress into the New Academic Year
When this area appears: All except Audition, Exams Sessions, Event, Study, Scheduled Purchases and Resource Purchases.
Progress Schedules ​
Carry this service’s schedules forward into the next academic year.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Indirect Tuition, Group Membership, Allowance
Progress Plans Status ​
The status progressed plans are given in the new year. Forced to Confirmed whenever you turn schedule progression on.
| Option | Stored as |
|---|---|
| Confirmed | C |
| Pending | P |
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Indirect Tuition, Allowance
Only shown when: Progress Schedules is ticked
Progress Activities ​
Carry the pupils, the group members, or the resource hires forward into the next academic year.
For the tuition categories this only appears once Progress Schedules is ticked, because there is no point progressing pupils onto schedules that are not themselves being carried forward.
For Group Membership and the two resource hire categories it appears regardless. Members and hires progress independently of any schedule, so the two settings are not linked - and for the hire categories Progress Schedules is not on the screen at all.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Indirect Tuition, Group Membership, Pupil Resource Hire, Organisation Resource Hire
Progress Activities Automatically ​
Progress without waiting for the payer to confirm.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Pupil Resource Hire
Only shown when: Progress Activities is ticked
Progress Activities To New Activity Plan ​
Progress into a newly created activity plan rather than the existing one.
Appears for: School Direct Tuition, School 1 to 1 Tuition
Only shown when: Progress Activities is ticked, and Progress Activities Automatically is ticked
Progress When No School ​
Progress a pupil even when no school is recorded against them.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Indirect Tuition
Only shown when: Progress Activities is ticked, and Progress Activities Automatically is ticked
Progress Activities Discounts Re Apply ​
Re-apply any discounts in the new year rather than carrying the old ones over.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Pupil Resource Hire
Only shown when: Progress Activities is ticked, and Progress Activities Automatically is ticked
Progress Activities Reminder Period ​
How many days before progression a reminder is sent. Must be between 0 and 31.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Pupil Resource Hire
Only shown when: Progress Activities is ticked
Progress Activities Time Limit ​
How long the payer has to respond before progression lapses.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Pupil Resource Hire
Only shown when: Progress Activities is ticked
Email ​
Defines the emails sent
When this area appears: Always.
From Email ​
The address automated emails for this service are sent from. Required for every category except Allowance.
Appears for: All except Allowance
Reply Email ​
The address replies should go to. Required for every category except Allowance.
Appears for: All except Allowance
Enquiry Tel No ​
The telephone number shown on outgoing emails for this service.
Appears for: All except Allowance
Send New Application Email ​
Email the applicant when they apply.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Exams Sessions
Send New Application To Teacher Email ​
Email the teacher when somebody applies.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Exams Sessions
Send Schedule Change Email ​
Email when the schedule changes.
Appears for: All except Pupil Resource Hire, Study, Resource Purchases e.g. Licenses, Packages
Send Next Lesson Email ​
Email the pupil ahead of their next lesson. Direct tuition only, since it needs scheduled lessons.
Not yet implemented
The setting can be ticked and is saved, but the code that sends the email has not been written. Nothing is sent whichever way it is set.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition
Send Transfer Email ​
Email when a pupil is transferred to another teacher or activity.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership
Send Cancel Email ​
Email when a lesson is cancelled.
Not yet implemented
The setting can be ticked and is saved, but the code that sends the email has not been written. Nothing is sent whichever way it is set.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Pupil Resource Hire, Event, Audition, Exams Sessions, Study
Send Withdrawal Email ​
Email when somebody withdraws. Ticking it reveals the wording field below.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Pupil Resource Hire, Event, Audition, Exams Sessions, Study
Send Withdrawal And Transfer To Teacher Email ​
Tell the teacher about withdrawals and transfers as well as the pupil.
Appears for: Centre Direct Tuition, Centre 1 to 1 Tuition, School Direct Tuition, School 1 to 1 Tuition, Home 1 to 1 Tuition, Group Membership, Exams Sessions
Withdrawal Email Text ​
The wording of the withdrawal email.
Appears for: Every category
Only shown when: Send Withdrawal Email is ticked
Send Resource Assigned Email ​
Email the hirer when an instrument is assigned to them. Pupil Resource Hire only.
Appears for: Pupil Resource Hire
Send Service Request And Change Email ​
Email when a service request or change is raised. Only for the three agreement-based categories.
Appears for: Indirect Tuition, Organisation Resource Hire, Scheduled Purchases eg Workshops/Consultancy
Description and Image ​
Define an Image To represent the Service Type
When this area appears: All except Allowance and Study.
Service Type Full ​
A fuller description of the service, shown on the Portal. If you leave it empty it is filled in with the Service Type name when you save.
Appears for: All except Allowance
Terms And Conditions ​
The terms and conditions that apply. Only Events, Auditions, Exams Sessions and Study carry their own.
Appears for: Event, Audition, Exams Sessions, Study
Request Change Info Text ​
The wording shown when a change is requested.
Appears for: Indirect Tuition, Organisation Resource Hire, Scheduled Purchases eg Workshops/Consultancy
Terms and Conditions tab ​
Only present for Events, Auditions, Exams Sessions and Study.
Terms And Conditions URL ​
A link to terms and conditions hosted elsewhere, used instead of typing them in.
Sign Tand Cs Text ​
The wording shown when somebody is asked to accept the terms and conditions.
What stops you saving ​
Xperios refuses the save and tells you which of these is wrong:
- Service Type must not be empty.
- From Email and Reply Email must both be filled in, for every category except Allowance.
- Progress Pupils Reminder Period must be between 0 and 31.
- Pupil Absent Sessions Trigger, if used at all, must be between 1 and 10, and Pupil Absent Sessions Max no more than 3.
One thing it does quietly rather than complaining about: if you leave Full Description empty, it is filled in with the Service Type name when you save.