You are here: Setup > Group Management > Pupil Custom Groups

Managing Pupil Custom Groups

The Pupil Custom Groups function enables you to create custom groups, add pupils to these groups and then manage the groups. Pupil and Staff Custom Groups are identical in principle, but one is for groups of pupils only and one is for groups of staff only. These custom groups enable you to set up groups of pupils or staff for specific events or set of events.

Example: If your school is putting on a summer theatre production, e.g. 'A Midsummer Night's Dream', and some pupils from all years are involved, you may wish to create a 'Midsummer Night's Dream' pupil group. This will enable you to easily email the relevant pupils and their parents regarding rehearsals and costumes, for example. In addition, you could set up markbook tasks specific to the play, such as 'Team work' and 'Acting capability', and record and assess the pupils' progress.

You can use Pupil Custom Groups to:

  • Add pupil custom groups, via both the Setup and Pupil modules.
  • View existing pupil custom groups.
  • Export lists or details of pupil custom groups to MS Excel.
  • Edit pupil custom groups.
  • Add individual pupils to custom groups, via either the Setup or Pupil modules.
ClosedHOW TO ADD A PUPIL CUSTOM GROUP

  1. Go to Setup > Group Management > Pupil Custom Group.

    Note: You can also create a pupil custom group via Pupil Management > Pupils.

  2. Click Add.

    The Pupil Custom Group screen appears.

  3. Complete the Group Name field.

  4. Select the members of the new group.

    ClosedMore details...

    1. Do one or both of the following:

      • Use the two New Member Search drop lists to select existing groups of pupils. Your selection in the first drop list alters the options available in the second drop list.

      • Use the first drop list to select 'Pupil Name' and type all or part of a pupil's name in the second New Member Search field OR leave the second field empty to retrieve a complete list of all pupils.

    2. Click Search.

      The Select Items From Search Results dialog appears.

    3. Do ONE of the following:

      • Click All to select everyone on the list.
      • Click on each of the names you want to add to your group.
    4. Click OK.

  5. Use the Visible To drop list to specify who can see this custom group.

    Selecting 'Global' gives all users access, while 'Me' means only the group owner has access. Other user groups also appear in this list.

  6. Use the Group Membership Editors drop list to specify who can make changes to this list.

  7. (Optional) If required, change the group owner. (The logged in user appears automatically.)

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    1. Click Search.

      The Find a User to set as Owner dialog appears.

    2. Click Diagonal cross icon for removing items next to the currently set group owner's name to remove it.

      Note: If the Diagonal cross icon for removing items is not showing, click on the name.

    3. Do ONE of the following:

      • Type all or part of the name you are looking for in the field to find a specific person.
      • Leave the field blank to see a list of all options.

    4. Click Search.

      Relevant matches appear in a list in the dialog.

    5. Click on the name that you want.

    6. Click OK.

      The previous screen reappears with the group owner updated.

  8. Click Save.
ClosedHOW TO ADD A PUPIL CUSTOM GROUP VIA PUPIL MANAGEMENT

  1. Find the pupils you would like in your group.

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    1. Go to Pupil Management > Pupils.

      The Pupil Search and Pupils screen appears, showing a complete list of all pupils.

      Pupils Search and Pupils screen

      Note: You can re-order a grid by single-clicking on fields in the header row. If Black arrow pointing up. is displayed, the list is ordered from lowest to highest. If Black arrow pointing down. appears, the list is ordered highest to lowest.

    2. Enter your search criteria in one or more of the fields at the top of the screen, and click Search.

      Your results populate the grid. You can search by:

      Field Action
      Code Type all or part of a code in this field.
      Name Type all or part of a name in this field.
      Preferred name Type all or part of a pupil's preferred name in this field.
      Form Type all or part of a form name into this field.
      Leaving date Click Calendar and click on the relevant date in the calendar pop up that appears.

    3. (Optional) Use icons beneath the grid to navigate between pages of results.

      • Click Arrow pointing left in a blue box or Arrow pointing right in a blue box or on the numbers underneath the grid on the left-hand side to move between pages.

      • Click Two arrows pointing left in a blue box to go to the first page or Two arrows pointing right in a blue box to go to the last page.

      • Use the Records Per Page drop list to see more records on each page. Search Results Page icons

      • Click in the Page field and type the number of the page you want. Page 1 of 1 option

  2. Do ONE of the following:

    • Tick the check box in each relevant pupil's row to select them.
    • Tick the check box in the header row to select ALL the pupils in the grid.

  3. Click Create Pupil Custom Group.

    The Create Pupil Custom Groups dialog appears.

  4. Complete the Group Name field.

  5. Use the Visible To drop list to select who can see this custom list.

    Selecting 'Global' gives all users access, while 'Me' means only the group owner has access. Other user groups also appear in this list.

  6. Use the Group Membership Editors drop list to specify who can make changes to the list.

    Note: The contents of this list change depending on who can see it.

  7. (Optional) Click Advanced to go to the Pupil Custom Group screen and amend the group membership and group owner. See Managing Pupil Custom Groups for details.
  8. Click OK.
ClosedHOW TO VIEW A PUPIL CUSTOM GROUP

  1. Find the group you would like to view.

    ClosedMore details...

    1. Go to Setup > Group Management > Pupil Custom Groups.

      The Pupil Custom Group Search screen appears showing a complete list of available pupil custom groups.

      Note: You can re-order a grid by single-clicking on fields in the header row. If Black arrow pointing up. is displayed, the list is ordered from lowest to highest. If Black arrow pointing down. appears, the list is ordered highest to lowest.

    2. Enter your search criteria in one or more of the fields at the top of the screen, and click Search. Your search results populate the grid. You can search by:

      Field Action
      Group Name Type all or part of the name of the group you are looking for into this field and click Search. A list of matches appears in the grid.
      Owner Type all or part of the group's owner's name into this field and click Search. A list of matches appears in the grid.
      Visibility Type who is able to see the list you are looking for into this field and click Search. A list of matches appears in the grid.

    3. (Optional) Use the icons beneath the grid to navigate between pages of records.

      • Click Arrow pointing left in a blue box or Arrow pointing right in a blue box or on the numbers underneath the grid on the left-hand side to move between pages.

      • Click Two arrows pointing left in a blue box to go to the first page or Two arrows pointing right in a blue box to go to the last page.

      • Use the Records Per Page drop list to see more records on each page. Search Results Page icons

      • Click in the Page field and type the number of the page you want. Page 1 of 1 option
  2. Click View next to the relevant group.

  3. (Optional) Download the view details as an Excel spreadsheet.

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    1. Click MS Excel icon.

    2. Do ONE of the following:

      • Click Open to open the spreadsheet.
      • Click Save to save the file to your computer and Open to see it once it has been downloaded.
      • Click Arrow pointing down and Save as to save the spreadsheet in your preferred location.
      • Click Arrow pointing down and Save and open to save and automatically open the file.
      • Click Cancel or A diagonal cross which closes the window to abort the export.
ClosedHOW TO EXPORT A LIST OF PUPIL CUSTOM GROUPS TO EXCEL

  1. Go to Setup > Group Management > Pupil Custom Groups.

    The Pupil Custom Group Search and Pupil Custom Groups screen appears, showing a full list of pupil custom groups.

  2. Export the data in the Pupil Custom Groups grid to MS Excel.

    ClosedMore details...
    1. Click MS Excel icon.

    2. Do ONE of the following:

      • Click Open to open the spreadsheet.
      • Click Save to save the file to your computer and Open to see it once it has been downloaded.
      • Click Arrow pointing down and Save as to save the spreadsheet in your preferred location.
      • Click Arrow pointing down and Save and open to save and automatically open the file.
      • Click Cancel or A diagonal cross which closes the window to abort the export.
ClosedHOW TO EDIT A PUPIL CUSTOM GROUP

  1. Find the pupil custom group that you would like to edit.

    ClosedMore details...

    1. Go to Setup > Group Management > Pupil Custom Groups.

      The Pupil Custom Group Search screen appears showing a complete list of available pupil custom groups.

      Note: You can re-order a grid by single-clicking on fields in the header row. If Black arrow pointing up. is displayed, the list is ordered from lowest to highest. If Black arrow pointing down. appears, the list is ordered highest to lowest.

    2. Enter your search criteria in one or more of the fields at the top of the screen, and click Search. Your search results populate the grid. You can search by:

      Field Action
      Group Name Type all or part of the name of the group you are looking for into this field and click Search. A list of matches appears in the grid.
      Owner Type all or part of the group's owner's name into this field and click Search. A list of matches appears in the grid.
      Visibility Type who is able to see the list you are looking for into this field and click Search. A list of matches appears in the grid.

    3. (Optional) Use the icons beneath the grid to navigate between pages of records.

      • Click Arrow pointing left in a blue box or Arrow pointing right in a blue box or on the numbers underneath the grid on the left-hand side to move between pages.

      • Click Two arrows pointing left in a blue box to go to the first page or Two arrows pointing right in a blue box to go to the last page.

      • Use the Records Per Page drop list to see more records on each page. Search Results Page icons

      • Click in the Page field and type the number of the page you want. Page 1 of 1 option

  2. Click Edit next to the record you would like to amend.

    The relevant Pupil Custom Group screen appears.

  3. Make your changes.
  4. Click Save.
ClosedHOW TO ADD A PUPIL TO CUSTOM GROUPS VIA PUPIL MANAGEMENT

  1. Find the pupil(s) you would like to add to an existing group.

    ClosedMore details...

    1. Go to Pupil Management > Pupils.

      The Pupil Search and Pupils screen appears, showing a complete list of all pupils.

      Pupils Search and Pupils screen

      Note: You can re-order a grid by single-clicking on fields in the header row. If Black arrow pointing up. is displayed, the list is ordered from lowest to highest. If Black arrow pointing down. appears, the list is ordered highest to lowest.

    2. Enter your search criteria in one or more of the fields at the top of the screen, and click Search.

      Your results populate the grid. You can search by:

      Field Action
      Code Type all or part of a code in this field.
      Name Type all or part of a name in this field.
      Preferred name Type all or part of a pupil's preferred name in this field.
      Form Type all or part of a form name into this field.
      Leaving date Click Calendar and click on the relevant date in the calendar pop up that appears.

    3. (Optional) Use icons beneath the grid to navigate between pages of results.

      • Click Arrow pointing left in a blue box or Arrow pointing right in a blue box or on the numbers underneath the grid on the left-hand side to move between pages.

      • Click Two arrows pointing left in a blue box to go to the first page or Two arrows pointing right in a blue box to go to the last page.

      • Use the Records Per Page drop list to see more records on each page. Search Results Page icons

      • Click in the Page field and type the number of the page you want. Page 1 of 1 option

  2. Do ONE of the following:

    • Tick the check box in each relevant pupil's row to select them.
    • Tick the check box in the header row to select ALL the pupils in the grid.

  3. Click Add Pupils to Pupil Custom Group.

    Note: If you cannot see this option, click More Actions.

    The Add Pupils to Group dialog appears.

  4. Do ONE of the following to find the group to which you would like to add the pupil(s).

    • Type all or part of the group name into the Group Search field and click Search.
    • Leave the Group Search field empty and click Search to see a full list of available groups.

  5. Click on the group you want in the Select Group list.

    The Pupils In Selected Group, Selected Group Owner and Selected Group Visible To fields are populated automatically.

  6. Click OK.
ClosedHOW TO DELETE A PUPIL CUSTOM GROUP

  1. Find the pupil custom group you would like to delete.

    ClosedMore details...

    1. Go to Setup > Group Management > Pupil Custom Groups.

      The Pupil Custom Group Search screen appears showing a complete list of available pupil custom groups.

      Note: You can re-order a grid by single-clicking on fields in the header row. If Black arrow pointing up. is displayed, the list is ordered from lowest to highest. If Black arrow pointing down. appears, the list is ordered highest to lowest.

    2. Enter your search criteria in one or more of the fields at the top of the screen, and click Search. Your search results populate the grid. You can search by:

      Field Action
      Group Name Type all or part of the name of the group you are looking for into this field and click Search. A list of matches appears in the grid.
      Owner Type all or part of the group's owner's name into this field and click Search. A list of matches appears in the grid.
      Visibility Type who is able to see the list you are looking for into this field and click Search. A list of matches appears in the grid.

    3. (Optional) Use the icons beneath the grid to navigate between pages of records.

      • Click Arrow pointing left in a blue box or Arrow pointing right in a blue box or on the numbers underneath the grid on the left-hand side to move between pages.

      • Click Two arrows pointing left in a blue box to go to the first page or Two arrows pointing right in a blue box to go to the last page.

      • Use the Records Per Page drop list to see more records on each page. Search Results Page icons

      • Click in the Page field and type the number of the page you want. Page 1 of 1 option

  2. Click Delete next to the relevant pupil custom group.

    Note: If you cannot see this option, click Arrow pointing down or Arrow pointing right to expand the list.

    The relevant Confirm Pupil Custom Group Delete screen appears.

  3. Confirm that you want to delete the custom group by clicking Delete.