How to Bulk Copy Groups and Schedules

How to Bulk Copy Groups and Schedules

OVERVIEW


This tutorial will show users how to create multiple groups and plot schedules through an existing group in the SMS. This feature significantly improves operational efficiency as it allows you to recreate a group and any plotted schedules all at once. Among other use cases, this is useful for programs that are recurring on a weekly or monthly basis.

 

Location in SMS:  Schedules > Student Groups / Intakes > Bulk Group/Schedule Copy



a. Add Group button - Enables users to add new groups into the copy process.
b. Action - Displays icons for adding new events and deleting group entries.
c. Events - Shows an Expand button for each row.
d. Group Name - Allows entry of a Group Name.
e. Group Start Date – Allows selection of the Group’s Start Date. This is a required field for plotting events for your group.
f. Trainers – Allows multi-selection of Trainers.
g. Available – Allows updating of the No/Yes Toggle.

IMPORTANT
  1. 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.
  2. The "Duplicate" button will be hidden once the "Bulk Group/Schedule Copy" button is shown.
  3. Make sure to properly setup your program instance, group and schedule before advancing to the copy process. 
Step Tutorial

Location in SMS:  Schedules > Student Groups / Intakes > Select the group that you would like to copy > Bulk Group/Schedule Copy

1. Click Add Group to create a copy of the selected group.
2. Edit the Group Name of the added groups. In the example below, we renamed the groups based on Intake per month.
3. Set the Group Start Date for each group. Adding this value will make the expand button show in the Events column.
4. Assign your Trainer/s here.
5. Toggle the group's availability.

Refer to the image below for Steps 1 - 5


6. Click the expand button to 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)
7. Click the add event button [+] to add a row of event fields. 
8. Complete event details. 
9. Once you have added your event details, click Save.

Refer to the image below for Steps 6 - 9

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