How to Bulk Copy Groups and Schedules

Overview

This tutorial will guide users through the process of creating multiple groups and plotting schedules within an existing group in the Student Management System (SMS). This feature significantly improves operational efficiency as it allows you to recreate a group and any plotted schedules all at once. It streamlines the scheduling process, saving time and reducing the potential for errors.

This functionality is particularly beneficial for programs that recur on a weekly or monthly basis.

IMPORTANT:

• The "Bulk Group/Schedule Copy" button will only appear if the selected group has only one (1) Event OR only one (1) Recurring Event, and the related Program Instance Type is Intake. Note that two (2) single events under the same group is considered as 1 recurring event
• The "Duplicate" button will be hidden once the "Bulk Group/Schedule Copy" button is shown.
• Make sure to properly setup your program instance and group/instance before advancing to the copy process. 
  

Step Tutorial

1. From the sidebar menu, go to Schedules, then click Student Groups / Intakes tab. Search for and select a group from the drop-down list that you would like to copy then click Bulk Group/Schedule Copy.

NOTE: Clicking the Add button allows you to create a new group. Check this tutorial to know more: How to Add Student Groups/Intakes

2. In the Bulk Group/Schedule Copy modal, fill out the following:

1. Add Group – Enables users to add new groups into the copy process.
   
2. Group Start Date – Input group start date. This is a required field for plotting events for your group. Note that adding value to this field will make the + icon in the Action column appear and the expand button in the Events column.
   
3. Action - Displays icons for adding new events and deleting group entries.
   
4. Events - Shows an expand button for each row.
   
5. Group Name - Allows entry of a Group Name.
   
6.  Trainers – Allows multi-selection of Trainers.
   
7. Available – Allows updating of the No/Yes Toggle.
   

NOTE:

1. Clicking the expand button will reveal the events associated to this group. If your group has an existing recurring event, clicking this will show all recurring events under that group. All events shown will still follow the recurrence of the event (weekly or monthly)
   
2. Click + icon to add a row of event fields. 
   

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Once you have added your event details, click Save.

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And that’s how to bulk copy groups and schedules in the SMS!

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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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