This article shows Users how to manage Groups in the software. Groups are an important way to manage Students and Tutors and can link Users to Media, Bookings and Communications.
Users are able to view Groups of Students and Tutors by going to SETTINGS > GROUPS. There are 3 Groups which the Software create automatically, they do not have an EDIT button (pencil) next to them on the overview, it is not possible to make any changes to these Groups as they are system generated. The 3 system generated Groups are as follows:
- All Active Students
- All Active Tutors
- All Students
The All Students Group, shows all Students that have been added to the system regardless of their Status.
Groups also enable Users to filter data in specific areas of the system as follows:
- Students overview
- Team overview
Groups can also be used to quickly add Students to events on the Schedule. If Users decide to associate Groups to scheduled events, they should be aware that if a new Student has been added to the Group, they are NOT automatically updated into any events that Users within this Group have been associated to. When a Group is assigned to an event, only the Users at that time are associated to the Group.
ADDING A GROUP
Users are able to ADD a Group by selecting the "+" button on the right side of the screen. The Add Group form will load for the User as shown below.
Users can enter a Group Title into this box. Users should consider what the Title should be depending on the reason to create the Group. Considerations should include the following:
- If the Group should be created for a specific event on a specific date such as a Course - this is useful for Communication and assigning specific Learning Material related to the event
- If the Group should be created and associated directly for a Course - this is useful for assigning Learning Material relating to the Course which should be available for all Students that have ever done this Course
CLIENTS ASSIGNMENT METHOD
Users can select to manually upload Students to the Group, or they can add them by uploading an XLS containing their information on.
Users can select to add Students manually to the Group, they can do so by going to the Clients section and simply typing the Name of the Student. As Users type the Name or Email address of a Student into the CLIENTS box, the system will present options for them to select. Once the Student has been selected, the Students Name will show in the box. If Users have added the wrong Student into the box by mistake, they can remove them by selecting the DELETE button next to their Name.
Users can select to upload Students to a Group automatically from an Excel spreadsheet. In order to upload multiple Students via an XLS spreadsheet, Users should go to REPORTS and download a STUDENT DETAILS report and remove the Students that they do not want to upload. All Students to be uploaded into a Group must already be on the system. Once the information has been downloaded and opened in XLS, Users should copy the last column titled "Student ID" and should paste its contents into column A as shown below. Users only actually need to include the Student ID on the XLS, all other fields can be removed if required as the software only looks at Column A when uploading data through this assignment strategy.
On the Add Groups form, Users select the FILE UPLOAD option in the "Clients assignment method" and should make sure that they also select the ADD option in the "Assignment strategy" section.
Users should select the CREATE button in order to complete the upload. If there are any issues with the uploading of Students, Users will see an error message accordingly.
Users can create Groups for other roles such as Tutors (Trainers) and Users such as FOHM's and other Manager roles.
Once the Users have been associated to the Group, Users can select the CREATE button to create the Group. If there are any problems with Users associated to the Group, Users will be shown a specific error message.
EDITING A GROUP
Users are able to EDIT a Group by selecting the EDIT button (pencil) next to the title of the Group. The EDIT form will show and Users will see the following:
Users can see a list of all the Students or Tutors that have already been associated to the Group and are able to add / remove Users as required.
On the form, Users have the option to select to manage Users within the Group either by manually adding / removing or by uploading a file of Users to remove from the group using the FILE UPLOAD option.
Adding and Editing Users within a Group uses the same process as creating a Group which is outlined in the section above.
Once all Users have been managed in the Group, Users can select the UPDATE button and the new changes to the Group will be made.
If Announcements and Workouts have been made visible to specific Groups of Users, any User that was added to the Group will now see all the relevant Media assigned to their profile and any User removed from the Group will no longer have access to the Media previously assigned to them.