How to Add Student Groups/Intakes?

How to Add Student Groups/Intakes?

OVERVIEW

In this tutorial, we will walk you through on how you can add Student Groups/Intakes once you have set up your units, program and program instance in the SMS. Regardless of the program type - Intake or Dynamic, you need to create a group for your Program Instance. This tutorial will also show you how to limit the availability of your Group in the enrolment form when a certain condition is met.

IMPORTANT: Before creating your Student Groups/Intakes, ensure that you have set-up your Program Instance.

Step Tutorial:

  1. Go to Schedule
  2. Click Student Groups/Intakes
  3. Click Add



  4. Enter your Group Name.
  5. By default, the group is set to Active to make it visible for future use. You can toggle to hide if needed.
  6. Select the Program Instance related to your group.
  7. Indicate if your student group/intake must be Available on enrolment form.
    If enabled, the Auto remove field will show with a dropdown list that has options to limit the availability of the group in the enrolment form. 
  8. (optional) Select an item from the drop-down menu for Auto remove.
    Select Never if the program should not be auto removed and move to step 9.



    1. When Max Students is selected, the switch for Show Places Remaining on External Calendar will appear. Toggle this to YES if you want to show the remaining places on the external calendar. See sample below: 


    2. Max Students - This is where you indicate the maximum number of places/students that the Student Group can accommodate before being removed from the Enrolment Form. In the sample image above, 20 is the Maximum Students, 1 student is currently enrolled, therefore, 19 places are remaining for enrolment. 
    3. Date - Make this group unavailable for student enrolment a specified number of hours before the start of the program.
  9. Add your trainers by clicking and selecting from the Trainers drop-down field. 
  10. Click Save to add your group/intake.

How to Override Course (LMS) and Unit (SMS) Start/End Dates in SMS Groups/Intake?

For Groups that are connected to an Intake Program Instance, you can adjust the dates of the LMS Start and End dates beyond the initial date of the Group.



IMPORTANT: This will process not applicable to Dynamic Program Instances.
  1. Log in to the SMS using your admin account and go to Schedule.
  2. Click on the Student Groups/Intakes tab.
  3. Select an Intake.
  4. Click on the Units subtab
  5. Look for the Unit that you want to update the dates to and click on the edit button.
  6. Start LMS Course on Enrolment - When toggled to YES, disables the LMS Start Date.
  7. LMS Start Date - Enter your preferred LMS Start Date. Students will be able to access the LMS Course on this date. If left blank, the SMS Unit Start Date will be used.
  8. LMS End Date - Enter your preferred LMS End Date. Students will not be able to access the LMS Course after this date. If left blank, the SMS Unit End Date will be used.
  9. SMS Start Date - Enter your preferred SMS Start Date. The SMS Unit will start on this date. If left blank, the SMS Enrolment Start Date will be used.
  10. SMS Enrolment End Date - Enter your preferred SMS End Date. The SMS Unit will end on this date. If left blank, the SMS Enrolment End Date will be used.
  11. Click Save.

NOTE: When a student enrols to the Group with the set LMS and SMS Start and End Date, the following logic will be followed:
    1. If Start LMS Course on Enrolment is toggled ON, students will have their LMS Start Date set Today.
    2. The SMS Unit Start and End Dates will use the SMS Start Date and SMS End Dates if not blank. Otherwise, will use Enrolment Start and End Date.
    3. The LMS Course Start and End Dates will use the LMS Start Date and LMS End Date if not blank. Otherwise, will use SMS Unit Start and End Date.

Refer to steps 1 to 11 in the image below:


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 us via email at

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