Groups


Groups is a module of Ensemble that can be purchased on a license. It manages your Groups, Ensembles and Choirs, giving you the ability to schedule regular rehearsals, performances and tours. You can also keep track of your members, their fees, communications and attendances.


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


Throughout this chapter you will find out how to create and maintain Groups 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 - Members Tab

Part Four - Catalogue Tab

Part Five - Keeping Track of your Members

Part Six - Scheduling

Part Seven - Performances

Part Eight - Tours



Set Up Section

Part One - Detail Tab


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



The below table sets out all of the information required to create a Group:


Data Required

Explanation

Group

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

Genre

If a Group needs to be limited to a Genre Section, check the box and select the correct Genre the drop-down menu.


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

Fee

If the Group has a cost associated with participating, enter it in this box for the applicant to see when they apply.

Enrolment Fee

If the Group has a cost associated with joining, enter it in this box for the applicant to see when they apply.

VAT Code

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

GA Enabled

If you would like Gift Aid to be enabled for Debtors, check this box.

Teacher ID

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

Department

Select the correct Department for the Group from the drop-down menu.


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

Ledger Code

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

Centre ID

Select the correct Centre for where the Group meets from the drop-down menu.

Service Types

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 a Group Category for you to create a Group Record.

Start Date Option

There are two options here. Either students can join at any time (Start Anytime) or can only join at the start of term (Start of Term).


You will need to select one.

Age Range From

If a Group is required to be restricted to certain ages, you check this box to set the minimum age.

Age Range To

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

Include In Catalogue

If you want the Exam session to be included in your Catalogue, you need to check this box.

Activity Section

If a Group 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 a Group 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.

Group Image

If you want your Exam to have an image in the Catalogue or Prospectus you will need to check this box and select the correct image from the drop-down menu.


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




Part Two - Instructions Tab


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


Instructions are used to tell successful applicants about details of the Group. You might use instructions to tell parents about parking at the venue, where to sign in, how the Group is organised 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 Group Record. Ensemble will then create a link to the application portal.




Maintenance Section

Part Three - Members Tab


Coming Soon...