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A Student Group is a class or section that students are assigned to. Once a student is in a group, their instructor can take attendance for the whole class at once, their schedule appears on the timetable, and exam results can be entered for the whole group together.

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Who Does This

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What a Student Group Does

Every student group brings together:
  • A list of students who study together
  • One or more assigned instructors
  • A link to a course
  • A connection to the timetable (via Course Schedule)
The group is the unit that almost every daily academic operation uses:
  • Attendance: Mark all students in a group present or absent in one step
  • Timetable: Schedule classes for the group as a unit
  • Assessments: Create an Assessment Plan for an entire group
  • Reports: Filter attendance and assessment reports by group

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Before You Start

Before creating student groups:
  • Students must already have Student records in the system
  • Students should be enrolled in a Programme (Programme Enrolment submitted)
  • Academic Year and Academic Term must be set
  • Courses should be set up under the programme

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How to Create a Student Group Manually

  1. Go to Education workspace → Student Management card → Student Group
  2. Click New
  3. Fill in the group details (see Field Guide below)
  4. Add students to the Students table - click Add Row for each student
  5. Add instructors to the Instructors table
  6. Click Save
Student Group form showing group name, academic year, programme, course fields, and a table listing enrolled students with their names
For large programmes with many sections, use the Student Group Creation Tool instead of creating groups one by one:
  1. Go to Education workspace → Tools card → Student Group Creation Tool
  2. Select the Academic Year and Programme
  3. The tool shows all courses in the programme
  4. Click Create Student Groups
  5. The system creates one group per course for the selected programme
Then add students to each generated group, or use the Programme Enrolment Tool to do this at scale.

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Field Guide

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Adding Students to a Group

Individual addition:
  1. Open the Student Group record
  2. Go to the Students table
  3. Click Add Row
  4. Search for and select the student
  5. Save
From Programme Enrolment Tool: When you run the Programme Enrolment Tool for a batch of students, you can specify a Student Group and the tool will add all enrolled students to that group automatically.

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Viewing Your Class List

Once a student group is set up, instructors can see their complete class list by opening the Student Group record. The Students table shows every enrolled student in the group. The class list is also visible in the Student Attendance Tool - when you select a Student Group, all students in that group appear in the attendance form.

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Student Batch Names

The Student Batch Name is a way to label cohorts or intakes (e.g. “2024 Intake”, “Morning Batch”, “Section A”). It is used as an optional tag on both Student records and Student Groups to help filter and organise records when you have multiple batches running in the same year. To create batch names: Education workspace → Student Management card → Student Batch Name → New.

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Student Categories

Student Category allows you to classify students (e.g. “General”, “Merit”, “Scholarship”, “International”). This is used for filtering in reports and can affect fee structure assignment (if fee structures are set by category). To create categories: Education workspace → Student Management card → Student Category → New.

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Best Practices

Name groups clearly and consistently. Use a convention like “Programme – Year – Section” (e.g. “BBA – Year 2 – Section B”) so groups are easy to identify across reports and timetables. Create groups before scheduling. The Course Scheduling Tool requires student groups to exist before you can build the timetable. Create all groups at the start of the term. Do not add the same student to two groups for the same course. This causes duplicate attendance records and confuses reporting. One student, one group per course. Review group membership at the start of each year. Students may change sections or courses. Update group membership before the first attendance session.

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Troubleshooting

Student does not appear in the attendance tool: Check that the student has been added to the Student Group. Being enrolled in a programme does not automatically put them in a group. Student Group not showing in Course Schedule: Ensure the Student Group has been saved with the correct Academic Year and Programme fields. The Course Scheduling Tool filters groups by these fields. Instructor cannot see the group: Verify the instructor is listed in the Instructors table of the Student Group record.