How to Setup Subject Groups

How to Setup Subject Groups

Idea
Overview
In this tutorial, we’ll walk you through how to set up subject groups in the Student Management System (SMS). Before you begin, make sure you have already created your Program, Program Instance, and the related Subjects/Units.

Subject Groups are required for every Program Instance, regardless of whether the program type is Intake-based or Dynamic. In other words, once a Program Instance exists, at least one group must be created to organise the subjects/units that students will be enrolled in.

Notes
Step Tutorial
1. From the sidebar menu, go to Program > Program Instances, then search and select the program instance. Click the Groups tab.

2. On the Groups page, click Add.

This opens the Student Groups / Intakes page. Fill out the following fields:

If the Program Instance type is Intake:
  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. This group is not available for Waitlisting - Enables a waitlist for the group, allowing students to register interest once the group has reached maximum capacity.

If the Program Instance type is Dynamic, the Group Start Date and Group End Date fields will not be available.

Click the Save button once done.

After saving, an enrolment link will be generated automatically. This allows students to enrol directly into the specific Program Instance and group—streamlining enrolment and reducing administrative tasks.



Editing LMS Dates for Intake-Type Groups
InfoNOTE: This applies only to groups linked to Intake Program Instances.

1. In the Group/Intake page, go to the Units tab. Locate the subject or unit you wish to update the dates for. 
  1. Click the kebab icon if you wish to update a subject. 
  2. Click the pencil icon if you wish to edit a unit.

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.

Click Save button once done.


Warning
IMPORTANT: This process does not apply to Dynamic Program Instances. 
For Dynamic Programs, the Units tab will only show the subjects/units configured at the Program Instance level.


And that’s how to setup subject groups 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.

FAQs
Can I create multiple groups under the same Program Instance?
Yes. You can create as many groups as needed under a single Program Instance—useful when managing multiple cohorts or training schedules.
Why can’t I see the Group Start and End Date fields?
These fields only appear for Intake-type Program Instances. If your Program Instance is Dynamic, the date fields will not be available.
Why isn’t my group showing on the enrolment form?
Make sure Available on Enrolment Form is enabled and that the group is marked as Active. If either option is disabled, the group will not appear for students during enrolment.

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