How to Add Group Events

Overview

Adding an event specific to a group can be set up in the Student Management System (SMS). This feature allows administrators to schedule and manage events tailored to a particular student group. By associating events directly with groups, it becomes easier to organise group-specific schedules and ensure that all students are informed and accounted for.

In this tutorial, we'll walk you through the steps for adding an event to a group.

Step Tutorial

1. From the sidebar menu, go to Schedule > Student Groups / Intakes tab. Then, search or select the group from the list and click on the Events sub-tab.

2. In the Events page, click on the + icon to add a new event.

The Add New Event modal will appear.

3. Fill in the following fields. Fields marked with an asterisk (*) are required:

1. Program Instance & Group(s) - These fields will be pre-populated based on the group for which you are creating the event.
2. Title* - Add a descriptive title to your event. This will display in both the internal and external calendar. 
3. Location - Select a location for this event. By default, this will follow the location set for your group, but users are able to change if needed. 
   

NOTE: When a Location is selected and the location has rooms available, the Room dropdown field will also display where users can set the training room.

1. Trainer(s)* - Select the assigned trainer for this event. The selection here will only populate the trainer names that were added for the group. 
2. Colour - Select your calendar entry color for quick categorisation and visualisation of your calendar events. 
3. Custom Recurrence - Select the repeat frequency of your event. 
   
1. No Repeat - Default selection, event does not repeat
2. Weekly - Event will repeat on a weekly basis depending on the recurrence interval set.
3. Monthly - Date - Event will repeat on a monthly basis on the specified date and the recurrence interval.
   
4. Monthly - Day - Event will repeat on a monthly basis on the specified day of the week and the recurrence interval.
4. Is Orientation? - For CRICOS and other similar providers that want to tag the event as an orientation. This will also merge the event details into the Orientation Details section of the Letter of Offer (LOO).
   
5. Start Date, Start Time, End Date, & End Time - Fill these fields if the custom recurrence is set to No Repeat. If a different recurrence option is selected, specific fields relevant to that recurrence will appear.
6. Scheduled Hours - Enter the number of actual event hours, less the breaks. The scheduled hours cannot be longer the duration of the Start and End time
7. Show on External Calendar - Tick the box if you would like this event to also show on the External calendar. (Available only for SMS on Maximise Plan)  
   

The Groups/Units section allows you to select which unit/s the event is related to. 

Once done, click the Save button.

NOTE: The following actions can be done in the Events tab:

1. Export - Click the ↓ button to download an Excel file of the events table.
   
2. Total Scheduled Hours - Displays the total number of hours of all listed events.
   
3. Show Past Events - Toggle this button to display past events related to the group.
   
4. Search Events - Use this field to search for specific events.

And that’s how to add group events in the SMS!

Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.

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FAQs

Can I assign more than one trainer to a group event?

Yes, as long as multiple trainers are linked to the group, you can assign more than one trainer to a single event.

Why can't I see the Room dropdown when selecting a location?

he Room dropdown will only appear if the selected location has rooms configured in the system.

To learn how to add rooms to a location, please refer to this tutorial: How to Create Locations and Rooms

Can I edit or delete a group event after it has been created?

Yes, administrators can edit or delete events after they’ve been created. 

To do this, go to the Events sub-tab of the group, locate the event, and click on the kebab icon (three vertical dots) to access the available options.

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