Service Types



Service Type – A Service Type is a record set up for you to be able to collect data on your applicants, interpret it and report on how your area is performing.


In this chapter you will find out how to create and manage your Service Types and what information can be collected. Service Types don’t require any other records to be set up before you can create them, therefore you can create Service Types at any time.


Service Types are created and used for several different categories, they form the base of all applications – meaning that they must be in the system before you can create records for any of the following:



Prospectus, Events, Tuition, Group Membership, Auditions, Instrument Hire,
Exams, Allowances and Studies.



The chapter is split into several parts due to the tab system that Ensemble employs in order for you to easily sort and manage your data.


Part One – Detail Tab


Part Two – Instructions Tab


Part Three – Terms and Conditions Tab



Part One


How to add a Service Type:


       Go to Settings à Service Types (under Activity Section) and add a new record:



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


In the Explanation column you will see how each box is filled in and the information you will be able to record from applicants:


Data Required

Explanation

Service Type

This is where you name your Service Type.


A Service Type has a naming convention that is not seen by applicants and as such they can be named in line with your inhouse processes.


You will need at least one Service Type for each Service Type Category you use, but you can choose to make as many, or as few, as required by your Service.

Service Type Categories

Service Type Category refers to the type of activity that the Service Type will be used for. A Service Type can be used for a Prospectus, Event, Tuition, Group Membership, Audition, Instrument Hire, Exams, Allowance and Study.


For this example, I have chosen to create an Event Service Type as this brings up three further boxes to be filled in. These will be outlined in green as they are not available to be filled in for any of the other Service Types.


Once you have saved the record for the first time, this information is no longer editable.

Service Type Contact Category

A Contact Category refers to whether the Service Type will be used for a Category (see above row) that runs in a School or a Centre (a building that is not a school.)


You will need to select one.

Department

In Ensemble Version 5, a Department Record mirrors your Service's Department structure.


In a Service Type you will need to select a Department that is responsible for the Service Type from the drop-down list.

From Email

All emails sent from Ensemble where this Service Type is in use will be sent from this email address.


This can be changed at a later date if required.

Reply Email

If a Parent/Debtor/Pupil/Delegate replies to an email sent from Ensemble for any record this Service Type is in use for, their return email will go to this address.

Enquiry Tel No.

For Parents/Debtors/Pupils/Delegates to have a phone number attached to an activity they are applying for, it needs to be entered into the Service Type that is being used for that Category.


This will appear in the Welcome Email rather than during the online application.

Days Evaluation Offer Open1 

Only for Events.


Once you have offered a space to an applicant, this is the length of time they have to respond to the offer.

Days Waiting List Invites Open2

Only for Events:


If you are able to offer a space to your waiting list, this is the length of time they have to respond to the offer.

Invite Open Period Text3

For Simon?

Manager

Add a manager here who looks after the Service Type.

Assistant Manager

Add an assistant manager here who helps look after the Service Type.

Booking Type

Each Service Type has a Booking Type, where you can decide how bookings are made when this Service Type is in use.

Individual 🡪 if you check the individual box, applicants must apply personally

Groups 🡪 if you check the groups box, an individual can book on a group of applicants in one go - once checked, you cannot request person specific information and will need to fill in Delegate Types.

        Delegate Types 🡪 within group bookings, if you want to be able to offer different types of groups, e.g. free school meals, disabled etc...

List 🡪 if you check this box, applicants can be added in a list, by one person, you will only receive their name and email address

Request Medical Notes

If you require applicants to tell you about any medical information you can check this box on the Service Type. If not checked, applicants will not see the text box on the online form.

If you have checked the Request Medical Notes checkbox, the applicant will see this text box online during the application process:



However, the information requested is optional and does NOT need to be filled in for the applicant to proceed.

Request Special Access

If you require applicants to tell you about any special access requirements they have, this box must be checked at Service Type level.


This is different from Disabilities. Disabilities are set via Settings.

If you have checked the Request Special Access checkbox, the applicant will see this text box online during the application process:



However, the information requested is optional and does NOT need to be filled in for the application to proceed.

Request Pupil Consents

Pupil Consent Questions are set under Consent Questions in the Settings Menu.


If the box is checked, all questions to the type of user the customer is (pupil, parent, etc) will be asked.

Request Share Info

The United Kingdom has decided, under European Law, that once each person has turned thirteen years of age that they are responsible for their own data.


If you are a conventional education service, you do not have to ask pupils if they are happy for their data to be shared with their emergency contacts.


If you are not a conventional educational service, you will be required to check this box and ask pupils if they are happy to have their contact information shared with their emergency contacts.

Request Ethnicity

To request Ethnicity information from applicants, check this box.

Requesting FSM

To request information from an applicant about whether they are eligible for Free School Meals, check this box.

Request LAC

To request information from an applicant about whether they are a Looked After Child, check this box.

Request SEN

To request information from an applicant about whether they have Special Education Needs, check this box.

Request Pupil School

To request information about which school an applicant attends, check this box.

Request Has Been In Care

To request information about which school an applicant attends, check this box.

Request is Carer

To request information from an applicant about whether they are a young carer, check this box.

Request Interest

To request information about where the applicant found out about the event/audition/tuition/group etc... check this box. - is this right?

Request Nationality

To request Nationality information from applicants, check this box.

Offer Discount Codes

If you want to be able to offer discounts with any service you are offering using this Service Type, check this box.


However, Discounts are not set here, only selected.

Offer Bursary

If you want to be able to offer bursaries with any service you are offering using this Service Type, check this box.


However, Bursaries are not set here, only selected.

Require 2nd Contact

All applicants must give one emergency contact. If you check this box, applications made with this Service Type all applicants must give two emergency contacts at application stage.

Service Type Image

If you require an image attached to a Service Type, check this box and select the image you require.


Images appear in the Prospectus or Catalogue.



1 Only available for Events

2 Only available for Events

3 Only available for Events



Part Two


Part Two of this section takes you through how to fill in the Email Templates tab.


All of the emails in the Email Templates section are pre-programmed into Ensemble. You only need to edit this page if you are using custom Email Templates.


If you are not using Custom Email Templates, you do not need to tick any of the checkboxes or override the Templates pre-programmed into Ensemble.



To select a custom Email Template, check the box next to the template you want to change, then select the custom Email Template you want to replace it with.


Part Three


Part Three of this section takes you through how to fill in the Terms & Conditions tab.



The Terms and Conditions page has two boxes that can be filled in. You can either link to a set of Terms and Conditions using the URL textbox or add individual Terms and Conditions in the textbox below. You are not required to do both.


However, if required, you could add a URL that links to a standard set of Terms and Conditions as well as adding further Terms and Conditions in the second textbox for individual Service Types/Activities.