Auditions Application Guide


This Application Guide will take you through the application Process that your clients will experience. This does not teach you how to set up or manage an application, although you will see how your choices in Ensemble will affect the time it takes for an applicant to follow the process and the level of detail that you have requested.


In this guide, the Service Type and Audition are set to request the maximum amount of information in order to give you an understanding of how each stage of the application process will look to the applicant.


Successful Auditions can be transferred to either Studies or Groups.


Application Process Section


Part One - Pupil Details

Part Two - Pupil School Details

Part Three - Contact Information

Part Four - Audition Items

Part Five - Providing Evidence

Part Six - Additional Information Form

Part Seven - Consent Questions

Part Eight - Sign In or Create A Schooble Account

Part Nine - Payment

Part Ten - Audition Time Slots


Management of Application Section


Part Eleven - Time Slots

Part Twelve - View

Part Thirteen - Cancel

Part Fourteen - Invoice

Part Fifteen - Successful/Rejected Auditions

Part Sixteen - Accepting an Offer




Application Process Section

Part One - Pupil Details


Once an applicant has selected an Audition to apply for, they will be directed to a screen that follows this format:



The top third of the screen gives the name of the Audition, explains the Age Range if one is in force and gives returning customers the chance to sign in to stop them having to duplicate information for each application they make:



The below table sets out details in the bottom two thirds of the page that the customer is required to fill in and explains where this is set in Ensemble.


If the data is Required applicants have to fill this information in if you've asked for it (First Name, Last Name, Gender and Date of Birth are always asked for) while if the data is Optional applicants do not need to fill this information in to continue with the application:


Data Required

Explanation

Please Enter the Pupil Details

First Name

Required - this is the applicants given name

Last Name

Required - this is the applicants family name

Gender

Required - drop-down menu to choose applicants gender. Pre-populated, non-editable drop-down menu.

Is an Adult

This checkbox appears if the age range allows adults to apply for the Audition.

Date of Birth

Required if Age Range in place - three drop-down menus, one for day, one for month and one for year.

School Year

Required - auto-populated once applicant has entered their birth date or removed if they check 'is an adult'

Email

Optional - email address of applicant

Mobile

Optional - mobile number of applicant

Ethnic Group

Required - drop-down menu to choose applicant's Ethnic Group.


To ask for this information, you must check the appropriate box when setting up your Service Type.


These are set in Ensemble: Settings 🡪 CRM Section 🡪 Ethnic Group

Nationality

Required - drop-down menu to choose applicants Nationality.


To ask for this information you must check the appropriate box when setting up your Service Type.


These are not set in Ensemble and are instead a pre-populated, non-editable drop-down menu.

Been in Care

Required - drop-down menu to select an option as to whether the applicant has been in care.


Pre-populated, non-editable drop-down menu.

Time in Care

Optional - requested information on how long the applicant has been in care, if applicable.


This is a free text box.

Young Carer

Optional - requested information - if an applicant is a young carer, they check this box.

FSM (Free School Meals)

Optional - requested information - if an applicant has FSMs, they check this box.

LAC (Looked After Child)

Optional - requested information - if an applicant is an LAC, they check this box.

SEN (if known)

(Special Educational Needs (if known)

Optional - requested information - if an applicant has SEN, they free type the information into this checkbox.

Access Requirements/Additional Support Needs

Medical Disclaimer

This appears on the Pupil Details screen when you have checked the Request Medical Notes box when setting up your Service Type.

Currently not ready to be set up in Ensemble

Disability

Required - All your Disability types are shown here. If you have requested Disability information, all applicants will need to fill in this information before being able to proceed with this application.


To ask for this information, you must check the Request Medical Notes box when setting up your Service Type.


The Disabilities list is set up in Ensemble: Settings 🡪 CRM Section 🡪 Disabilities

Medical Information

Optional - requested information - any further Medical information can be input in this free text, text box.


To ask for this information, you must check the appropriate box when setting up your Service Type.

Mobility/Access Requirements

Optional - requested information - any further Mobility or Access Requirement information can be input in this free text, text box.


To ask for this information, you must check the appropriate box when setting up your Service Type.


       

Once an applicant has entered all of the details, they press the next button:




Part Two –Pupil School Details


Once pupil details have been filled in and if you have requested school details in your underlying Service Type, the website will load the second page as a request for Pupil School Details:



Your applicants will need to press the Find School button, which will bring up this screen:



Applicants can then search for their school by town or name. Once they have selected their school, they press update to take them back to the previous screen, with the school now selected:



Applicants then enter the date they started at this school.


If applicants could not find their school via the Find School page, they type it into the box titled ‘School/College (if not on list) and press the ‘Next’ button to further the application.




Part Three – Contact Information


Once Pupil Details and School Details have been added, the application process will then ask for Contact Details:

The process will always ask for one Contact, however, depending on your settings at Service Type level, you can make asking for a second Contact mandatory.

If you don’t ask for a mandatory 2nd Contact, it will always be an available option for applicants to supply one.

If you check the box, Require 2nd Contact on your Service Type, applicants will have to give two contacts during the application process:




Part Four - Audition Items


When you create an Audition, you add Audition Items which ask the Applicant to tell you what they are Auditioning for. This page on the application gives the applicant a chance to give you further information about why their auditioning and the experience they have.




The below table sets out the details that the customer is required to fill in and explains where this is set out in Ensemble:


Data Required

Explanation

Genre

Required/Optional - this drop-down menu asks the applicant which genre they are auditioning for. This can be set as optional or mandatory via Ensemble.


It is set via the Audition Record.

Subject

Required/Optional - this drop-down menu asks the applicant which Subject they are auditioning in. This can be set as optional or mandatory via Ensemble.


It is set via the Audition Record.

Exam Board

Required/Optional - this drop-down menu asks the applicant which Exam Board they have completed exams with.


This can be optional or mandatory via Ensemble. This is set on the Audition Record.


Exam Boards are set up in Ensemble: Settings 🡪 CRM Section 🡪 Exam Boards

How long have you studied this subject?

Required/Optional - this drop-down menu asks the applicant how long they have studied their subject.


This can be optional or mandatory via Ensemble. This is set on the Audition Record.


Learning Durations are set up in Ensemble: Settings 🡪 CRM Section 🡪 Learning Duration

With this above four queries, they are group so that they are either all mandatory or all optional. For example, you cannot have one optional and the rest mandatory.

Current Method of Learning

Required/Optional - this drop-down menu asks the applicant how they are currently learning.


This can be optional or mandatory via Ensemble. This is set on the Audition Record under the 'Request Learning At' and 'Request Learning At Mandatory' checkboxes.


Methods of Learning are set up in not found in Ensemble..

Once the applicant has selected an option, another text box appears:



The applicant is able to enter free text into this text box. If Request Learning At has been checked as Mandatory, the applicant must enter text here before being at able to progress with their application.

Current Teacher Name

Required/Optional - this free text box asks the applicant to type in their Teacher's name.


This can be optional or mandatory and is set via Ensemble. This is set on the Audition Record under the 'Request Teacher Name' and 'Request Teacher Name Mandatory' checkboxes.

Please outline the applicant's experience with this art form so far

Required - this free text, text box asks the applicant to give an outline of their experience so far in  their chosen art form.

Please outline the applicant's reasons for wanting to study here

Required - this free text, text box that asks the applicant to explain why they would like to Audition





Part Five – Providing Evidence


You may ask applicants to provide evidence of their current skill level or an upload of their audition piece before coming to the Audition. To ask an applicant to provide evidence, you will need to check the box on the Audition Record that says ‘Evidence Required’, once checked applicants will have to provide a link or file to a record before they can proceed with their application.



Applicants can either upload a file from their computer or insert a link to the file if it is available. They also have to provide a description of the file before they can proceed with their application.




Part Six - Additional Information Form


You may decide to ask for Additional Information via an online form. To do this you will create an Additional Information Form in Ensemble.


Settings à CRM Section à Forms


You then add the Additional Information Form to your Audition when setting it up:



All forms will be created individually by your Service. All forms will look different, but this is a simple example of questions you might ask applicants applying for an Audition:





Part Seven - Consent Questions


If the applicant has not previously given answers to your Consent Questions they will not be required to. If they have signed in and have already answered them, they will not see the following screen.


An applicant who has not yet given their answers, will not be able to progress with their application until they have answered.



They will need to select one answer (for as many questions as have been asked) and press the 'next' button at the bottom of the page.



Part Eight - Sign In or Create a Schooble Account


At this stage of the application, applicants will be asked if they have a Schooble account or if they need to create one. If they have already signed in, they won't see this page.



Once an applicant has either signed in or created an account they will move on in the process.


To see how parents/debtors/pupils create an account, please see the Live Parent Management documentation.




Part Nine - Payment


Applicants are then taken through to the Payment Page, where depending on your settings, they will pay the whole amount upfront or set up a schedule of payments:



The applicant is also asked to indicate how they found out about the Audition and to agree to the Terms and Conditions which are linked on this page.


If you want your applicant to tell you where they found out about you, you will need to check the box 'Request Interest' at Service Type level. Once checked, this is mandatory and they cannot submit their application until they have chosen an interest source. Interest Sources are set in Ensemble: Settings à CRM Section à Interest Source


Applicants also cannot proceed with submitting their application until they have agreed to the Terms and Conditions set out by your Service in the Service Type record.


The following page takes the applicant through to your payment provider, either WorldPay or SagePag where the parent will enter their details. Once this payment has been successful a receipt will be posted to their account.




Part Ten - Audition Time Slots


Now that the application has been submitted you can ask them to select their preferred time slot. This is set in Ensemble: Not in software yet


Applicants must select one slot only.



Once they have selected a slot, applicants will press 'Update' and be redirected back to their Applications page on their portal, where they can see all of the applications.


The application process is now complete.




Management of Application Section

Part Eleven - Applications Portal



Once an application has been made, the applicant/debtor will be director to their Applications Portal. Once here they can change their preferred Time Slot. View the details of their application, Cancel their application and view their Invoice for the Audition:





Part Twelve - View


If an Applicant wishes to View their application, they press the View button:



The View button will take them to this screen:



Screenshot will need replacing when bug fixed! Date under Closes has pulled through as 01/01/0001


On this screen they can see four different types of information. The main section, under the big header tells the applicant/debtor who they’ve enrolled, their reference number for the applicant and the start and close date for the Audition.


The three sub-headings: Experience & Joining Reason, Supplementary Data, Joining Instructions show different information for them.


Experience & Joining Reason – If you requested the applicant to tell you about their experience and their reasons for wanting to Audition, they will see their answers in this section. They can edit these answers by pressing the ‘Edit Experience’ button at the top of the screen.


Supplementary Data – If you asked your applicants to fill in an Additional Information Form, they will see their answers in this section. They can edit these answers by pressing the ‘Edit Supplementary Data’ button at the top of the screen.


Joining Instructions – If you have added further information for applicants who have applied to Audition, they will see these in this tab.


The four buttons at the top of the screen – Return to List, Edit Supplementary Data, Edit Experience and Update Evidence are explained here:

Return to List – this button returns you to your list of Applications:



Edit Supplementary Data – This screen will allow applicants to edit any information they gave if they were asked to fill in an Additional Information Form:



Edit Experience – If an applicant wishes to edit the information they provided about their experience or reasons for wanting to Audition, they use the ‘Edit Experience’ button:



Update Evidence – Applicants will also be able to update their evidence using the button labelled ‘Update Evidence’. They can add further submissions or remove previous submissions:





Part Thirteen - Cancel


If an applicant needs to cancel their Audition, they can use the Cancel button found on the Application Detail page:



By pressing the Cancel button, this screen will appear:



In order to cancel an application, an applicant must type their reason in the box and then submit it to your service.




Part Fourteen - Invoices


To view their invoices, an Applicant would use the Invoice button:



This button takes an applicant through to this screen:



They can view and download their invoices for invoices for individual applications and also view any of the outstanding invoices by using the buttons at the bottom of the screen.




Part Fifteen - Successful/Rejected Auditions


Ready to be documented - waiting for update to V5 for the links to be working





Part Sixteen - Accepting an Offer


Ready to be documented - waiting for update to V5 for the links to be working