How to Use the Search Group Page

Overview

The Groups tab on the Schedule page provides a central location for viewing and managing Groups. It replaces the previous Student Groups/Intakes page and includes a modern data table with filtering, reporting, export, and customisable columns.

Information

General Functions

The Groups data table displays all Groups you have permission to access. By default, the table loads with inline filters already available for each column, allowing you to quickly narrow down the displayed results.

You can also:

• Show or hide additional columns.
• Save customised report views.
• Export the currently displayed results.
• Display inactive Groups using the Show Inactive toggle.

Step-by-step Guides

How to Filter Groups

Each column includes an inline filter appropriate for the type of information displayed.

Default Fields

Field	Description	Filter Type
ID	Displays the Group ID.	Search box
Program	Displays the Program associated with the Group's Program Instance.	Multi-select searchable dropdown
Program Instance	Displays the Program Instance associated with the Group.	Multi-select searchable dropdown
Group	Displays the Group name.	Multi-select searchable dropdown
Type	Displays the Group type (for example, Intake or Dynamic).	Single-select dropdown
Start Date	Displays the Group start date.	From/To date filter
End Date	Displays the Group end date.	From/To date filter
Location	Displays the assigned training location.	Multi-select searchable dropdown
Trainers	Displays the assigned trainers.	Multi-select searchable dropdown
Active	Displays whether the Group is active.	Single-select dropdown

Note: The Program, Program Instance, and Group filters are linked together. Selecting a Program automatically limits the available Program Instances and Groups to those associated with the selected Program.

How to Add/Remove Fields in the Inline Filters

1. In the Schedule > Groups tab, click the Field Selection button. This will open a new window
2. Select fields that you want to show in the inline filter
3. Pick an action from the buttons below:

1. Move selected field/s into the right box (Show in inline filter)
   
2. Move selected field/s into the left box (Remove from inline filter)
3. Move ALL field/s into the right box 
4. Remove ALL field/s from the right box 
   

4. Click the Save button

Additional Fields

Field	Description	Filter Type
Available on Enrolment Form	Indicates whether the Group can be selected on the enrolment form.	Single-select dropdown
Auto Remove	Displays the Group's Auto Remove setting.	Multi-select searchable dropdown
Show Places Remaining on External Calendar	Indicates whether available places are shown on the external calendar.	Single-select dropdown
Maximum Students	Displays the maximum number of students allowed in the Group.	Number range
Places Remaining	Displays the remaining available places.	Number range
Remove Prior to Start (Total Hours)	Displays the configured automatic removal period.	Number range
Online Location	Displays the configured online meeting location or URL.	Search box
This Group is Not Available for Waitlist	Indicates whether students can join the waitlist for the Group.	Single-select dropdown

How to Save Custom Group View

If you regularly use the same combination of filters and columns, you can save them as a custom report.

Saved reports allow you to quickly reopen your preferred Group Search view without reapplying filters each time.

1. Configure the combination of filters that you want to use for this Custom Group View

2. Click on the Custom Group View button

3. Enter a Name for this Custom View

4. If you want everyone to use this view upon opening the Groups Page, you may set it as the default Group View.

5. Click Save

Exporting Group Results

To export the Groups currently displayed:

1. Apply any required filters.
2. Select Export.

The exported file contains only the Groups currently displayed in the data table after all filters have been applied.

Viewing Inactive Groups

By default, only active Groups are displayed.

To include inactive Groups:

1. Enable the Show Inactive toggle.
2. The data table will refresh to include inactive Groups.

Disable the toggle to return to viewing active Groups only.

And that’s how to use the Search Group Page

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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FAQs

Can I edit or delete a group task after it's been created?

Yes, administrators can edit or delete tasks after they’ve been created. Simply go to the Tasks sub-tab of the group, locate the task, and click on the kebab icon (three vertical dots) to access the available options.

Can a group have multiple active tasks at the same time?

Yes, there is no limit to the number of tasks you can assign to a group. Each task is tracked separately and will appear in the assigned users' or organisational units' task lists.

Can I assign a group task to both specific users and organisational units?

Yes, you can assign a task to either or both. If you assign users and leave the organisational unit field blank (or vice versa), the task will only go to the selected recipients.

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