Quantum


Quantum is a module of Ensemble that can be purchased on a License. Quantum manages Events for you, from application stage through right through to Event follow-up.


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


Throughout this chapter you will find out how to create and maintain Events once they are live and applicants are applying. This 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

Part Three – Evidence Tab


Maintenance Section

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 Event, is the Detail Tab. Upon first adding a new Event Record, you will see the following:


Note: this screenshot does not show the full layout due to the amount of information required.



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


Data Required

Explanation

Event

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

Event Code

Your Event 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 Event Category for you to create an Event Record.

Centre ID

Select the Centre that the Event is happening in.

Venue

Free text - enter the name of the venue, if required.

Venue Room

Free text – enter the name of the venue room, if required.

Start Date

Start Date is the date on which the Event begins.

End Date

End Date is the date on which the Event finishes.

Frequency

Frequency relates to how often the course is run.

BiWeekly – if the Event runs every other week, check this box.

Monthly – if the Event runs once a month, check this box.

Weekly – if the Event runs once a week, check this box.

Daily – if this Event runs daily (e.g. a music camp that runs for a number of days), check this box.

Termly – if this Event runs once a term, check this box.

Evidence Required

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

Applicants Require Approval

If required, you can approve applicants before they are given a space on the course. Approvals are completed by the Primary Teacher who is selected on the Event.

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 wanting to attend the Event.

Open Date

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

Close Date

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

Cost

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

VAT Code

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

Ledger Code

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

Capacity

If required, this is the maximum number of delegates/pupils that can attend the Event.

Threshold

If required, this is the minimum number of delegates/pupils that you need in order to run the Event.

Over Capacity Option

You can choose to go over capacity by either checking the Allow or Add to Waiting List options.

Allow – allow applicants to apply even when over capacity – useful for when delegates/pupils have to provide Evidence and be selected to attend the Event

Add to Waiting List – any delegate/pupil who applies once capacity has been reached, will be added to a waiting list and if any applicant who had a space drops out, the first person on the waiting list will be given a space on the Event.

Primary Teacher ID

If the Event is being run by a Teacher employed by your service, check this box and select the correct contact.

Lead Delegate Cost

What is this?

Event Status

Event Status is either Cancelled, Live or Pending.

Cancelled means that the Event has been withdrawn.

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

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

Created By

Check this box and choose the User who created the Event.

Approved By

If your Event needs to be approved, the person approving needs to enter their name here.

Offer Instalments

If you are allowing clients to pay for the cost of the Event in instalments instead of a lump sum, check this box.

Ensemble will use the Payment Due By date to calculate how much the customer will be required to pay each month to pay the full sum by the start date of the Event.

Payment Due By

If you are allowing clients to pay in instalments or not asking them to pay upon application, add a date by which they have to have paid the full sum.

Additional Information Form

If you have created an Additional Information Form to attach to this Event, 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.

Age Range From

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

Age Range To

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

Activity Section

If an Event 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 Event 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 visa the help website.

Event Image

You can add an Image to the Event that will show in your Catalogues and Prospectus'.

 


Part Two - Instructions Tab


The second tab that requires information from you to set up an Event, 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 and the Instructions, you can then save the Event Record.


Maintenance Section

Part Three – Delegates Tab


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



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 an Additional Information Forms) and Finance information tabs:




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


Filter

Using the Filter button add non-active applicants back into the Members 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.


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 Four – Evidence Tab


Like your Instructions Tab, you can fill in your Evidence Tab in order to explain what evidence is required as part of the Event you are hosting and why it is needed. The information you input here forms part of any catalogues or prospectus' that the Event is included in:




Part Five – Catalogue Tab


Coming Soon...


Part Six – Statistics Tab


Coming Soon...




Part Seven – Approving Applications


Coming Soon...