Auditions


Auditions is a module of Ensemble that can be purchased on a license. It manages application processes; from parents applying for Auditions, administrators scheduling Auditions, assessment of the Auditions and finally sending out results to applicants.


Each of your choices in Ensemble when setting up an Audition changes the information that you are requesting from your applicants. To be able to set up an Audition, you first need to have created a Service Type with a Category of Audition.


Throughout this chapter you will find out how to create and maintain Auditions once they are live and applicants are applying. The chapter is split into several parts due to the tab system that Ensemble employs.



Set Up Section


Part One – Detail Tab

Part Two – Instructions Tab


Maintenance Section


Part Three – Evidence Tab

Part Four – Applicants Tab

Part Five – Catalogue Tab

Part Six – Scheduling Applicants

Part Seven – Assessment of Applicants

Part Eight – Sending out Results to Applicants



Set Up Section

Part One – Detail Tab


The first tab that requires information from you to set up an Audition, is the Detail Tab. Upon first adding a new Audition Record, you will see the following:




The below table sets out all of the information required to create an Audition:


Data Required

Explanation

Audition

Required - this is the name of the Audition Record. This is seen by applicants when they are applying for an Audition.

Audition Code

Your Audition Codes are auto-generated by Ensemble.

Service Type

Select a Service Type. To see more on Service Types, please navigate to the Service Type guide via the help website.


You need a Service Type set up with an Audition Category for you to create an Audition Record.

Audition Status

Audition Status is either Live or Pending.

Live means that the Audition is live online and taking applications.


Pending means that the Audition is not yet live and ready to be accepting applications.

Start Date

Start Date is the date on which the Auditions begin.

End Date

End Date is the date on which the Auditions finish.

Open Date

Open Date is the date from when an applicant can apply to the Audition from.

Close Date

Close Date is the date from which applicants can no longer apply to the Audition.

Course Start Date

This box can be checked if there is a course/study/event that follows a successful Audition. Enter the date that the course starts on here.

Ledger Code

Select the correct Ledger Code for the Audition from the drop-down menu.

VAT Code

Select the correct VAT Code for the Audition from the drop-down menu.

Cost

If the Audition has a cost, enter it in this box for the applicant to see when they apply.

Evidence Required

If you would like applicants to submit evidence of their skill prior to the Audition, check this box.

Additional Information Form

If you have created an Additional Information Form to attach to this Audition, check the box and select the correct Form.


To see how to set up Forms, please navigate to the Settings guide via the help website.

Activity Section

If an Audition needs to be limited to an Activity Section, check the box and select the correct Activity Section from the drop-down menu.


To see more information about Activity Sections, please navigate to the Settings guide via the help website.

Activity Level

If an Audition needs to be limited to an Activity Level, check the box and select the correct Activity Level from the drop-down menu.


To see more information about Activity Levels, please navigate to the Settings guide via the help website.

Age Range From

If an Audition is required to be restricted to certain ages, you can check this box to set the minimum age.

Age Range To

If an Audition is required to be restricted to certain ages, you can check this box to set the maximum age.

Request Experience

If you check this box, a text box will appear on the application where applicants will be required to explain their experience so far.

Request Reason

If you check this box, a text box will appear on the application where applicants will be required to explain their reason for Auditioning.

Audition Result Form


Audition Image

Images are selected by checking the box and selecting the correct one from the dropdown list.


Images are shown in a Prospectus and in your Catalogue.



Audition Items


Audition Items are the items that Applicants can Audition for, using this Audition Record. The number of Audition Items you add to the Audition Record reflects how many subjects/genres an Applicant can Audition for.


Subject – the study subject taught to the applicant

Genre – the style or category of the taught subject



How to add an Audition Item:


       Use the Add Audition Item button at the bottom of the screen to add an Audition Item:



This will bring up the following:



The below table sets out all of the information required to create an Audition Item:


Data Required

Explanation

Audition Item

The Subject that you are Auditioning for.

Items relate to Primary and Subsidiary studies.

Audition Item Instructions

These notes explain the Audition Item

are these seen by the customer?

Mandatory

If you check this box, you make it mandatory for applicants to tell you which Genre/Subject they are learning, their length of learning and their last Exam – but only if the appropriate checkbox is ticked.

Request Genre

If the Audition is based on a Genre, check this box to ask Applicants to tell you which Genre they are Auditioning in.

By checking this box, you will see the following appear:



In order to add Genre’s to the Audition Genre’s list on the left, drag and drop from the Available Genre list on the right-hand side. Any Genre’s in the Audition Genre’s list will be available for Applicants to select.


To see more information about setting up Genre’s, please navigate to the Settings guide via the help website.

Request Subject

If the Audition is based on a Subject, check this box to ask Applicants to tell you which Subject they are Auditioning in.


By checking this box, you will see the following appear:



In order to add Subject’s to the Audition Subject’s list on the left, drag and drop from the Available Subject list on the right-hand side. Any Subject’s in the Audition Subject’s list will be available for Applicants to select.


To see more information about setting up Subject’s, please navigate to the Settings guide via the help website.

Request Subject Learning Duration

To request an applicant to give you the information about how long they have been learning the Subject they are Auditioning for, check this box.

Request Exam

To request an applicant to give you information about which was their last Exam, check this box.

Request Learning At

To request an applicant to give you information about where they are studying their Subject/Genre, check this box.

Request Learning At Mandatory

To make it mandatory for the Applicant to tell you where they have been learning, check this box.

Request Teacher Name

To request an applicant to give you information about who is teaching them their Subject/Genre, check this box.

Request Teacher Name Mandatory

To make it mandatory for the Applicant to tell you where they have been learning, check this box.


Once you have added all of the Audition Types that are required, the Detail Tab is completed.



Part Two - Instructions Tab


The second tab that requires information from you to set up an Audition, is the Instructions Tab.


Instructions are used to tell successful applicants about details of their upcoming Audition. You might use instructions to tell parents about parking at the venue, where to wait or sign in or any other relevant information to Applicants and Parents.


You can either copy and paste instructions into the text box or type them in instead:



Once you have entered all of the Details, the Audition Items and the Instructions, you can then save the Audition Record.



Maintenance Section

Part Three – Evidence Tab


How does the Evidence Tab work?

Text to explain what evidence is needed and why

Will form part of the catalogue - not ready to be documented yet?


Part Four – Applicants Tab

The Applicants Tab holds all of the information on the Applicants of an Audition:



Once you've selected an Applicant, you can view their details in the box on the right:



You can then switch tabs to see their Information (their answers to any Additional Information Forms) and Finance information tabs:


 

You can also use the buttons at the bottom of the screen:



Filter

By using the Filter button, you can add non-active applicants back into the list.



Toggle

Using the Toggle button allows you to select more than one Applicant at a time. You can then move or accept Applicants in groups, rather than individually.



Withdraw This Person

Using the Withdraw button allows you to reject an applicant from the Audition.



Add this Person to a Study

To move an Applicant to a Study, use this button.



Once you have pressed the Add this person to a Study button, your screen will change:


Instead of seeing an Applicant’s details on the right-hand side, you will now see a list of Studies that you can move an applicant to. You have to drag and drop the correct applicant onto the correct Study where the Core Items will be automatically added to the Pupil’s Study Record.


In this example, I am going to move Maggie Hale into the Music – Milton Primary Study Options Study:



Now that you have dragged and dropped the student(s) you want onto the Study programme, you will see that their Status has changed from Active to Transferred to Study.



At this point, an Edit Pupil Details window will pop-up, you can choose to enter the Pupil’s study requirements here, or finish adding all Pupils and then Edit each Pupil via the Study Record. Until you have added a Pupil’s Study Requirements into their detail window, their Status will be set to Evaluating.


Add this Person to a Group

To move an Applicant to a Group, use this button.



Once you have pressed the Add this person to a Group button, your screen will change:


Instead of seeing an Applicant’s details on the right-hand side, you will now see a list of Groups that you can move an applicant to. You have to drag and drop the correct applicant onto the correct Group.


In this example, I am going to move Edmund Smiddy into Milton Youth Orchestra:



Now that you have dragged and dropped the student(s) you want into the Group, you will see that their Status has changed from Active to Transferred to Group.




Send Email to Delegate(s)

To send an email out to a list of Delegates or a single Delegate, you will need to use the Send Email to Delegates button. To send an email to a single Delegate, select the correct record and press the Send Email to Delegates button.


To send an email to more than one Delegate, use the toggle button, select the records you want to send the email to, and press the Send Email to Delegates Button.


 

This will cause a pop-up window to open where you can write/paste your message:



You can attach documents, CC and Bcc additional recipients, Discard the draft, send the email and add additional contacts for the email to be sent to from this pop-up window.


To see which email address the email is being sent from look at the top left of the pop-up window. This email address setting is set at Service Type level:



Part Five – Scheduling Applicants






Part Six – Assessment of Applicants