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. Once configured, you can use these staff custom groups within specific areas of 3sysACADEMIC, such as Markbook Group Calculations and Markbook Academic Profiles. The Staff Custom Groups function enables you to:

  • 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.
  • Delete staff custom groups.
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.

    The Staff Custom Group Search and Staff Custom Groups screen appears.

    Staff Custom Group Search and Staff Custom Groups screen

  2. Click Add.

    The Staff Custom Group Detail screen appears.

    Staff Custom Group Detail screen

  3. Complete the Group Name field.

  4. Select the members of the new group.

    1. Do ONE of the following:

      • To retrieve existing groups of staff - From the first New Member Search drop list, select the group type that you want, e.g. 'Form', 'Subject Set' or 'Academic House', and from the second drop list, select the specific group, e.g. 'Form 10A', 'English' or 'Lower Sixth'. Your selection in the first drop list alters the options available in the second drop list.

      • To retrieve specific, individual staff - Use the first New Member Search drop list to select 'Staff Name' and type all or part of an individual's name in the second field.

      • To retrieve a complete list of staff - Use the first New Member Search drop list to select 'Staff Name' and leave the second field empty.

      New Member Search options

    2. Click Search.

      The Select Items From Search Results dialog appears.

      Select Items From Search Results dialog

    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. Repeat steps a to d until all the required staff are listed in the Staff Group Members field.

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

    Visible To drop list

    Note: Selecting 'Global' gives all users with the required 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.

    Group Membership Editors drop list

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

    ClosedMore details...

    1. Click Search on the Group Owner line. The Find a User to set as Owner dialog appears.

      Find a User to set as Owner dialog

    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 the grid.

    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.
    • Click Add Document to issue a document to this group.
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.

      Staff Search and Staff screen

      Note: Staff searches allow you to select staff with records created in 3sysACADEMIC or schoolADMIN (PASS). 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 from highest to lowest.

    2. In the Refine Search section, 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 and click on the date the relevant staff record was amended in the calendar popup that appears.

      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 Page 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. To select staff, do ONE of the following:

    • To select individuals, tick the check box in each relevant member of staff's row.
    • To select ALL the staff in the grid, tick the check box in the header row.

    Staff grid with check boxes highlighted

  3. Click Create Staff Custom Group.

    The Create Staff Custom Group dialog appears.

    Create Staff Custom Group dialog

  4. Complete the Group Name field.

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

    Note: Selecting 'Global' gives all users with the required 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. Do ONE of the following:

    • Click OK to save this staff custom group and make it available in other parts of the software.
    • (Optional) Click Advanced to go to the Staff Custom Group screen and amend the group membership and group owner. For more information, see How to Add a Staff Custom Group.
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.

      Staff Custom Group Search 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 from highest to lowest.

    2. In the Filters section, 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.

      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 Page 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. In the Actions column, click View next to the relevant group.

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

    ClosedMore details...

    1. Click MS Excel icon.

      A popup appears asking what you would like to do with the file.

    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.

  4. (Optional) Do ONE of the following:

    • Click Edit to amend the group.
    • Click Up to return to the Staff Custom Group Search and Staff Custom Groups screen.
    • Click Add Document to add a document to each group member's staff record.
ClosedHOW TO EXPORT A LIST OF STAFF CUSTOM GROUPS TO MS 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. (Optional) In the Filters section, enter your search criteria in one or more of the fields and click Search. Your results populate the grid. You can search by:

    Field Action
    Group Name Type all or part of the group's name into this field.
    Owner Type all or part of the group's owner's name into this field.
    Visibility Type all or part of the visibility level into this field, e.g. 'Me', 'Global', etc.

  3. Export the data in the Staff Custom Groups grid to MS Excel.

    ClosedMore details...

    1. Click MS Excel icon.

      A popup appears asking what you would like to do with the file.

    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.

      Staff Custom Group Search 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 from highest to lowest.

    2. In the Filters section, 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.

      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 Page 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. In the Actions column, click Edit next to the record you would like to amend.

    The relevant Staff Custom Group screen appears.

  3. Make your changes and 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.

      Staff Search and Staff screen

      Note: Staff searches allow you to select staff with records created in 3sysACADEMIC or schoolADMIN (PASS). 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 from highest to lowest.

    2. In the Refine Search section, 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 and click on the date the relevant staff record was amended in the calendar popup that appears.

      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 Page 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. To select staff, do ONE of the following:

    • To select individuals, tick the check box in each relevant staff member's row.

    • To select ALL the staff listed in the grid, tick the check box in the header row.

    Excerpt from Staff grid with check boxes highlighted

  3. Click Add Staff to Staff Custom Group.

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

    The Add Staff to Staff Custom Group dialog appears.

    Add Staff To Staff Custom Group dialog

  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.

    You are returned to the Staff Search and Staff screen.

ClosedHOW TO ADD A DOCUMENT TO A STAFF CUSTOM GROUP

  1. Find the group you would like to add a document to.

    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.

      Staff Custom Group Search 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 from highest to lowest.

    2. In the Filters section, 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.

      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 Page 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. In the Actions column, click View next to the group you want.

    The relevant Staff Custom Group Detail screen appears.

  3. Click Add Document.

    The New Document screen appears.

    New Document screen

  4. Add a description in the Description field.

  5. Browse to find the document you want to upload.

    ClosedMore details...

    1. Click Browse.

      The Windows Choose File to Upload screen appears.

    2. Click on the file you want to upload to select it and click Open.

      The New Document screen reappears.

  6. Select an option from the Category drop list.

  7. (Optional) Add additional staff to receive the document using the Recipients section.

    ClosedMore details...

    1. In Recipients section, use the first drop list to select 'Staff'.

      Recipients section with first drop list expanded and 'Staff' option highlighted

      Note: The second drop list disappears.

    2. Click Search.

      A list of available staff appears in the Search Results grid.

      Recipients section with search results

    3. To select staff, do ONE of the following:

      • To select individual staff, tick the check box on the left-hand side of each staff name you require.
      • To select ALL the names in the grid, tick the check box in the header row.

      Recipients section with staff selected

    4. Click Select.

      The additional staff are added to the Selected Recipients grid at the bottom of the screen.

  8. (Optional) If required, remove any names added in error by doing ONE of the following:

    • To select ALL of the names in the grid, tick the check box next to Name in the header row and click Remove.
    • To remove specific staff, tick the check box next to the name(s) you want to delete and click Remove.

    Selected Recipients section with staff selected

  9. Click Save.

    You return to the Staff Custom Group Detail screen.

  10. (Optional) Do ONE of the following:

    • Click Edit to make changes to the staff custom group.
    • Click Up to go to the Staff Custom Group Search and Pupil Custom Groups screen.
    • Click Add Document to add another document to each group member's profile.
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.

      Staff Custom Group Search 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 from highest to lowest.

    2. In the Filters section, 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.

      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 Page 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. In the Actions column, 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 Custom Group Delete screen appears, showing the relevant staff custom group.

    A Confirm Staff Custom Group Delete screen

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

    You are returned to the Staff Custom Group Search and Staff Custom Groups screen. (The staff custom group that you have deleted no longer appears in the grid.)