How to Add Student Groups/Intakes

How to Add Student Groups/Intakes

Idea
Overview
In this tutorial, we’ll guide you through the process of adding Student Groups or Intakes after you’ve set up your units, program, and program instance in the Student Management System (SMS). Regardless of whether your program type is Intake-based or Dynamic, a group must be created for each Program Instance. This tutorial will also demonstrate how to restrict the visibility of a group on the enrolment form based on specific conditions.
Warning
IMPORTANT: Before creating your Student Groups or Intakes, ensure that your Program Instance has been set up.

Notes
Step Tutorial
1. From the Dashboard, navigate to the Schedule section, then go to the Student Groups/Intakes tab, and click the Add button.


2. Complete the following fields:
  1. Group Name - The name assigned to the student group for easy identification within the system.
  2. Active - Indicates whether the group is currently active and available for use or enrolments.
  3. Program Instance - Refers to the specific instance of the program/course the group is linked to.
  4. Group Start Date - The date on which the group officially commences training or classes.
  5. Group End Date - The date on which the group completes its training or classes. This field is automatically calculated based on the duration of the Program Instance; however, you can modify it and select a different date if required.
  6. Available on Enrolment Form - When enabled, this group will appear as an option on the enrolment form.
  7. Auto Remove - Automatically removes students from the group under certain conditions (Never, Date only, Max students only, Max students or date). Relevant fields will appear dynamically based on what you select:
    1. Remove Prior to Start (Total Hours) on Enrolment Form - Sets a threshold of hours before the group start time during which students can no longer enrol via the enrolment form.
    2. Show Places Remaining on External Calendar - Displays the number of remaining places in the group on the external calendar, helping to inform prospective students of availability.
    3. Maximum Students - Defines the maximum number of students that can be enrolled in the group.
  8. Location - The physical location or campus where the training will be delivered.
  9. Online Location - The URL or virtual meeting link where online training sessions will be conducted.
  10. Trainers - Lists the trainers assigned to deliver the training for this group.
  11. Waitlist - Enables a waitlist for the group, allowing students to register interest once the group has reached maximum capacity.


3. Once done, click the Save button. Your group or intake is now ready for use.


Once you’ve created a group or intake, the system will generate an enrolment link that allows students to directly enrol into a specific program instance and group. This streamlines the enrolment process and ensures students are correctly allocated, saving time and reducing administrative errors.


For groups linked to an Intake Program Instance, you can modify the LMS Start and End dates beyond the initial Group date.
Warning
IMPORTANT: This process does not apply to Dynamic Program Instances.
1. Select a Group/Intake, click on the Units tab, locate the unit you wish to update the dates for, then click the Edit button.


2. Complete the following fields:
  1. Start LMS Course on Enrolment - When toggled to YES, this disables the LMS Start Date.
  2. 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.
  3. 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.
  4. SMS Start Date - Enter your preferred SMS Start Date. The SMS Unit will begin on this date. If left blank, the SMS Enrolment Start Date will be used.
  5. SMS Enrolment End Date - Enter your preferred SMS End Date. The SMS Unit will conclude on this date. If left blank, the SMS Enrolment End Date will be used.


3. Once done, click the Save button.

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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