You are here: Setup > Group Management > Managing Staff Custom Groups

Managing Staff Custom Groups

The Staff Custom Groups function allows you to create customised groups of staff and manage them. Using the software, you can:

  • Add Staff Custom Groups, via both the Setup and Staff modules.
  • View existing Staff Custom Groups.
  • Export lists or details of Staff Custom Groups to MS Excel.
  • Edit Staff Custom Groups.
  • Add members to Staff Custom Groups, via either the Setup or Staff modules.
ClosedHOW TO ADD A STAFF CUSTOM GROUP

  1. Do ONE of the following:

    • Go to Setup > Group Management > Staff Custom Groups.
    • Go to Staff > Staff Custom Groups.

    Note: You can also create a staff custom group via Staff > Staff.

  2. Click Add.

    The Staff Custom Group Search and Staff Custom Groups 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 staff. Your selection in the first drop list alters the options available in the second drop list.

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

    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 with the relevant permissions 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.)

    ClosedMore details...

    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.

  9. (Optional) Do ONE of the following:

    • Click Edit to amend the group's name, members, visibility, editors or owner.
    • Click Up to return to the Staff Custom Group Search and Staff Custom Groups screen.
ClosedHOW TO ADD A NEW STAFF CUSTOM GROUP VIA STAFF

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

    ClosedMore details...

    1. Go to Staff > Staff.

      The Staff Search and Staff screen appears, showing a full list of staff recorded on the system.

      Note: Staff searches allow you to select staff with records created in 3sysACADEMIC or passFINANCE/schoolADMIN. As such, you may need to check that selected staff have access to 3sysACADEMIC, if required. To do this, go to Setup > Users and profiles > Users and check that the relevant individual's Is Active check box is ticked.

      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, as detailed below, and click Search.

      Relevant matches appear in the grid.

      Field Action
      Staff Code Type all or part of a staff code into this field.
      Name Type all or part of a staff member's name into this field.
      Section Type all or part of a person's section into this field.
      Category Type all or part of a person's category, such as 'Teacher', 'Governor' or 'Administrator', into this field.
      Department Type all or part of a department's name into this field.
      Main Subject / Subsidiary subject 1 / Subsidiary subject 2 Type all or part of the person's main subject into this field.
      House Type all or part of the individual's house name into this field.
      Status Type all or part of the person's status (usually 'Academic' or 'Non-academic') into this field.
      Full time? Use the drop list to select 'Yes' to see all full-time staff and 'No' to see any part-time staff.
      Working day Type all or part of the name(s) of the day(s) when the staff member works into this field.
      Location Type all or part of the place where the staff member works into this field.
      In use? Use this drop list to select 'Yes' for active staff accounts or 'No' for dormant staff accounts.
      Last amended by Type all or part of the name of the last person to amend the staff record into this field.
      Last amended on Click in this field or Calendar to see a calendar. Click on the date the relevant staff record was amended.

      Note: If you cannot see this section in the software, it may be minimised. Click Arrow pointing right next to the relevant heading to expand it.

    3. (Optional) Use the icons beneath the grid to navigate between 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 member of staff's row to select them.
    • Tick the check box in the header row to select ALL the staff in the grid.

  3. Click Create Staff Custom Group.

    The Create Staff Custom Group 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 with the relevant permissions 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 Staff Custom Group screen and amend the group membership and group owner. See Managing Staff Custom Groups for details.
  8. Click OK.
ClosedHOW TO VIEW A STAFF CUSTOM GROUP

  1. Find the group you would like to view.

    ClosedMore details...

    1. Do ONE of the following:

      • Go to Setup > Group Management > Staff Custom Groups.
      • Go to Staff > Staff Custom Groups.

      The Staff Custom Group Search and Staff Custom Groups screen appears showing a complete list of available staff 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.
      Owner Type all or part of the group's owner's name into this field.
      Visibility

      Type who is able to see the list you are looking for into this field.

    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 details as an Excel spreadsheet.

    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 EXPORT A LIST OF STAFF CUSTOM GROUPS TO EXCEL

  1. Do ONE of the following:

    • Go to Setup > Group Management > Staff Custom Groups.
    • Go to Staff > Staff Custom Groups.

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

  2. Export the data in the Staff 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 STAFF CUSTOM GROUP

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

    ClosedMore details...

    1. Do ONE of the following:

      • Go to Setup > Group Management > Staff Custom Groups.
      • Go to Staff > Staff Custom Groups.

      The Staff Custom Group Search and Staff Custom Groups screen appears showing a complete list of available staff 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.
      Owner Type all or part of the group's owner's name into this field.
      Visibility

      Type who is able to see the list you are looking for into this field.

    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 Staff Custom Group screen appears.

  3. Make your changes.
  4. Click Save.
ClosedHOW TO ADD A STAFF MEMBER TO A STAFF CUSTOM GROUP VIA STAFF

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

    ClosedMore details...

    1. Go to Staff > Staff.

      The Staff Search and Staff screen appears, showing a full list of staff recorded on the system.

      Note: Staff searches allow you to select staff with records created in 3sysACADEMIC or passFINANCE/schoolADMIN. As such, you may need to check that selected staff have access to 3sysACADEMIC, if required. To do this, go to Setup > Users and profiles > Users and check that the relevant individual's Is Active check box is ticked.

      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, as detailed below, and click Search.

      Relevant matches appear in the grid.

      Field Action
      Staff Code Type all or part of a staff code into this field.
      Name Type all or part of a staff member's name into this field.
      Section Type all or part of a person's section into this field.
      Category Type all or part of a person's category, such as 'Teacher', 'Governor' or 'Administrator', into this field.
      Department Type all or part of a department's name into this field.
      Main Subject / Subsidiary subject 1 / Subsidiary subject 2 Type all or part of the person's main subject into this field.
      House Type all or part of the individual's house name into this field.
      Status Type all or part of the person's status (usually 'Academic' or 'Non-academic') into this field.
      Full time? Use the drop list to select 'Yes' to see all full-time staff and 'No' to see any part-time staff.
      Working day Type all or part of the name(s) of the day(s) when the staff member works into this field.
      Location Type all or part of the place where the staff member works into this field.
      In use? Use this drop list to select 'Yes' for active staff accounts or 'No' for dormant staff accounts.
      Last amended by Type all or part of the name of the last person to amend the staff record into this field.
      Last amended on Click in this field or Calendar to see a calendar. Click on the date the relevant staff record was amended.

      Note: If you cannot see this section in the software, it may be minimised. Click Arrow pointing right next to the relevant heading to expand it.

    3. (Optional) Use the icons beneath the grid to navigate between 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 staff member's row to select them.
    • Tick the check box in the header row to select ALL the staff listed in the grid.

  3. Click Add Staff to Staff Custom Group.

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

    The Add Staff to Group dialog appears.

  4. Do ONE of the following to find the group to which you would like to add the staff member or members.

    • 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 options.

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

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

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

  1. Find the staff custom group that you would like to delete.

    ClosedMore details...

    1. Do ONE of the following:

      • Go to Setup > Group Management > Staff Custom Groups.
      • Go to Staff > Staff Custom Groups.

      The Staff Custom Group Search and Staff Custom Groups screen appears showing a complete list of available staff 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.
      Owner Type all or part of the group's owner's name into this field.
      Visibility

      Type who is able to see the list you are looking for into this field.

    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 staff custom group.

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

    The Confirm Staff Custom Group Delete screen appears, showing the relevant staff custom group.

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