Creating and Managing groups

 

This page will help you create groups and group codes, share these with students as well as add students to groups using the bulk import functionality. For more help see our how to videos which will give you a step-by-step guide to creating, uploading and managing groups. 

This page will cover:

Creating groups

Finding group information for existing groups

Deleting groups

Editing group names

Editing group codes

Managing student's details

Adding students to groups using the bulk import tool

Downloading the Group Code template

Completing the download spreadsheet

Adding students to groups

Validating and importing records

Common issues you may encounter

 

Create a group

Create a group specific to a book by clicking on the Create group button in the ellipsis underneath your book. Expanded ellipsis menu for teachers located underneath book

Fill in the fields on the Create group menu (group name and a unique code) to create a sharable Group code. Copy this code to share with your students. How to create a group code

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Finding group information

To can edit and amend your groups go to the Manage groups tab Manage groups button on homepage

Group names, codes and student information can be found in the detail. These can be edited at any time.

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Deleting a group

In the Manage groups tab select the bin/trash icon to delete a group. Delete group icon in Manage groups areaYou will see a pop up to confirm your choice. Delete group confirmation pop up box

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Edit group names

To edit the group code click Edit on the Group name line. Edit icon for group information

Group Name line in Manage Groups area

A pop up will open allowing you to edit the Group Name. Change Group Name editing pop up

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Editing group codes

To edit the access code, click edit on the Access Code line. Edit icon for group information

Elevate_Access_Code_line

A pop up will open allowing you to edit the Access Code. Elevate_Change_Access_Code_pop_up

A student cannot be removed from the school, but can be removed from a group, to remove a student select using the tick boxes and click the Remove student button. Remove students from group button in Manage Groups area

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Manage students' information

Under the ‘Manage groups’ tab, click on the person button to edit the first name, last name, email address and password. Edit user icon in Manage groups area Edit user information pop up

Teachers can fix errors in names and email addresses as well as reset passwords.

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Adding students to groups using the bulk import tool

You can add students to groups in bulk. 

To do this, go to the Manage users tab 

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Downloading the Group Code template

You must use the template to add students to groups.

  1. Click on the Import/export options button Import/export options button
  2. Click on the Download Group Import Template - XLSX 


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Completing the download spreadsheet

Please note that the spreadsheet is sensitive to changes and particular characters. For the spreadsheet to parse the upload process, you are unable to add/remove columns.

4. Both fields Username (column A) and Group Code (column B) on the form are required.

5. Username and Group code are both case sensitive.

6. The group code entered MUST include the 6 digit institution code


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Adding students to groups

To add codes to existing users, you need to export existing users’ information.

7. Click on the Import/export options button

8. Click on Export – XLSX

This downloads a spreadsheet with your existing users in it.

9. Copy the usernames you want to add codes to

10. Paste the usernames into the Download Template (see Fields on Download Template section for more details).

11. Group Codes can be added into column B.

You can only enter one group code in a cell.

Group codes need to include the 6 digital institution code as well as the code you choose, group codes are case sensitive.  


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Validating and importing records


To add these new accounts and codes you need to import and validate the Download Template spreadsheet

Make sure you’ve saved the spreadsheet

12. Click on the Import/export options button

13. Click on Import – XLSX

14. Click Browse and find your spreadsheet

15. Click on Validate to see if the spreadsheet parses. The total number of valid and invalid users are included.

16. If there are any invalid users click the Download report button to find out the issues (see the Common issues section for more details).

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Common issues you may encounter

 

After importing, you may see ‘Invalid user records’ in the Overview Report area. To find out about these issues in more detail, click Download report.

Overview information for bulk import

Any issues will be highlighted in red in the report spreadsheet, Remarks (column C) has specific information about issues. 

Common errors in upload

Common issues and solutions include:

Issues Cause Solutions
Group code does not match records
    • Group code may be incorrect
    • Institution code may be missing
    • Group may be suspended
    • Group code may have been copied incorrectly
    • Check the group code
    • Add the 6-digit institution code
    • Unsuspend group in the Manage groups tab
Users details do not match records Username does not match an existing user in institution Check the student's username and recopy
Group code is blank Group code is a required field Add a group code and re-upload
User is already associated to a different institution and cannot be added to this institution Student has already been associated to another institution Contact customer services to identify institution that the student has been added to
Group code cannot be applied because student does not have access to title Student's access may not have been added or may have expired Use the bulk import for book codes to re-entitle student
"Unable to parse the uploaded file. Please try again" This could be a combination of the above issues. Check for special characters in the username and download a fresh template.

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