Service Types
Service Types are basically the different areas of your organisation, that are set up so that you can manage them all in one place. For example, you might have a Service Type for Centre Tuition, School Tuition, Group Membership, Events, Exams, Auditions and so on. Please note, the options that appear on the screen will differ depending on the Service Type Category selected.
General Area
Service Type - enter the name you want to give your Service Type. This will appear on the Portal for customers to choose so make sure it is customer friendly too (when Show In Catalog is enabled).
Service Type Category - use the drop down menu to select the Service Type Category that best describes your added Service Type.
- Allowance: This is used to add allowances of time for Teachers to do work such as PPA, Meetings, etc.
- Audition: Use this if you are going to hold pupil auditions prior to allowing them to study with you.
- Centre1to1Tuition: This is specifically 1 to 1 tuition that is held in a centre where the lessons are created for the pupil once they have signed up.
- Centre Direct Tuition: Describes lessons that happen within a centre that can be group or individual.
- Event: Describes Events, Workshops and Tours that can have a capacity.
- Exam Sessions: This is used if your service wants to hold Exams, create slots, allow booking, and have an examiner determine the skill level of a pupil.
- Group Membership: Describes group memberships, ensembles, orchestras, and bands.
- Home1to1Tuition: This is tuition at home, or online that is specifically run 1 to 1 where the lessons are created for the pupil once they have signed up.
- Indirect Tuition: Describes lessons that take place in a school, where the School are responsible for paying for the lessons.
- Organisation Resource Hire: Describes Instrument hires to Organisations.
- Pupil Resource Hire: Describes instrument hire to Pupils.
- School1to1Tuition: This is specifically 1 to 1 tuition in a School where the lessons are created for the pupil once they have signed up.
- School Direct Tuition: Describes lessons that happen within a School where parents/debtors will pay for the tuition.
- Study: Describes a collection of Students who participate in a combination of activities over a fixed period. These activities are composed of a combination of core and elective subjects, all of which have a cost. This is more common at Conservatoires and HE establishments.
- Workshops & Consultancy: This is for Schools buying one off items such as one day events etc.
Service Type Full - enter a description of what the Service Type covers. This description appears on the Portal for customers to choose so make sure it is customer friendly too (when Show In Catalog is enabled).
Department - you can assign the Service Type to a Department using this drop down menu. This will display a list of the departments you've created within the Organisation Section of the System Settings Menu. Find out more here.
Ledger Code - all Service Types require a Ledger Code. This drop down pulls the ledger codes you have created within the Finance Section of the System Settings. Find out more here.
Manager - for your own information you can assign a Manager to a Service Type. This is for reference only.
Assistant Manager - for your own information you can assign an Assistant Manager to a Service Type. This is for reference only.
Teacher Activity Type -
Start Date Option
Start ASAP
Start Next Term
Start of Term or Half Term
Start Date Overrun
Note of Interest Area
Resource Service Type
Withdrawal Request Text
Financial Properties of the Service Type
The ledger code will default to the first one in the list, all service types require a ledger code.
By ticking the check box beside Department, . Instructions for doing this can be found on page 25.
Different Service Type variants should alter the form on your screen depending on the Service Type you are creating. This is because one Service Type may require further: more specific information than another. These variants should appear or disappear based on your selection under the Service Type Category.
From Email is the email address that will appear as the sender on any automated emails related to your selected Department.
Reply Email is the email address that any response to the From Email address should go to.
Both From Email addresses and Reply Email addresses can be typed into their corresponding boxes.
The box titled Enquiry Tel. No is intended to be filled with a telephone number for any queries. This number will be shown on all outgoing emails.
You can assign a Manager and Issue Manager to your Service Type by clicking on the necessary tick boxes. In addition, any contact that is a User can be assigned as a Manager or Issue Manager. This is done by selecting the correct Users from the drop-down list.
The Request Additional Contacts if Adult will prompt the booker to add contact if the pupil being booked onto the lesson is an adult. If this is unticked, they will not be asked for any additional contacts when booking an adult onto tuition. Tick this box if you wish to have an additional contact for an adult, such as an emergency contact.
The Free Service option allows for you to create services where they do not pay, and go straight into tuition from the waiting list, and will not have to accept the offer.
Multi Activity Discount means that you can set a discount to be applied where an applicant is in two or more activities of the same service type.
For Centre direct, school direct and all the 1 to 1 tuition all have Days Invites Open is the number of days after an offer has been sent it is available, the Invite Open Period Text links to this, and is sent out with an offer.
Note of Interest Area can be used if you want to give booker the option to request lessons at a venue where you don’t currently offer them, or if they want a certain lesson in a venue. For more information on setting these up see…
Next the Offer Acceptance Info is the information that you want to give on a tuition offer email.
There may be up to four email options that you can tick when creating a service type; these define which emails will be sent out regarding the service type you are creating. The Send Email Activity Transfer will send an email to anyone you have transferred from one tuition to another with this service type. This will only appear for service types where you can transfer, so it will not appear for the exam service type. If these are unticked, then the emails will not be sent out automatically. The Send Email Withdrawal Processed email will be sent if you withdrawal anyone from any tuition with this service type. The Send Email Group Acceptance will send an email to inform an applicant that they have been accepted onto the group with this service type. This option will only be available for group service types. The Send Email Tuition Acceptance will send an email to inform an applicant that they have been accepted onto the tuition that has this service type. This is only available for the centre direct and school direct tuition.
The Event Service Type also includes Days Evaluation Offer Open, Days Waiting List Invites Open, and Invite Open Period Text. These fields should be filled with the required information to help manage these more specific aspects of the Event you are creating. Event service types also have booking type options which are an individual, group, and list. These are explained further on page 77.
Every service type requires an image and a full. This is what customers will see on the website, along with the name. If you do not add an image, the Xperios will add a default image, which you can override by adding your own. The full is the description of what the service type is.
The Email Templates tab is where you can override the standard email templates. Here you can use any email templates you have created to override the standard one. To see how to create your own email templates, see page 41.
The Terms and Conditions tab is where you can add your terms and conditions either in the HTML editor or just by adding a link if you already have them on a website.
