Adding children to groups

One of the key features of the Children module is how intuitive it is to set up and manage age-based groups for children and young people. Central to this is the ease with which children can be added to groups and processed into their next eligible groups as they get older. Before you can assign children to groups you will first need to add gatherings and groups - see the related support article for further information.

In this article

Adding a child to groups from their profile page
Adding children to a group from the group page
Bulk-adding children to groups that are not yet in a gathering
Processing children into new groups as they get older

Adding a child to groups from their profile page

Working from a child's profile page in the Children section of the Children module - along with their other details (name, address, mobile number, parent details, etc) - you can also set which group that child is part of for each of your Gatherings. From the child's profile page click Edit.

On the child profile's "Edit" view, scroll down to the Gatherings section. Listed here are each of your gatherings.

Based on the child's age and your group entry criteria, simply select the appropriate group for each Gathering that the child is part of. It's not necessary for a child to be assigned to a group in every gathering if any of the gatherings are not relevant to the child. While a child can only be assigned to one group in each gathering, they can be assigned to multiple groups across multiple gatherings.

Selecting --Auto-assign group-- will auto-add the child to their correct group based on their date of birth and the group entry criteria for that gathering when their profile page is saved. Attempting to auto-assign group for a child without a date of birth will result in the child being added to the first (youngest) group in the gathering, which may not be their correct group. We recommend you only use --Auto-assign group-- for children with a valid date of birth.

When finished, click Save to add (or move) the child to the selected group for each gathering.

Note about auto-assign group

Please note that Auto-assign group is not a retained setting after the child's profile is saved and neither does it automatically process the child to other groups as they get older - it simply serves as an easy way to auto-add a child to their eligible group at the time the child's profile is saved, saving you the need to know the entry criteria for every group in every gathering in order to know the correct group(s) for the child.

Adding children to groups from the group page

You can add children to groups from a gathering's "View" page. Working within the Groups section of the Children module, first select a gathering from the list.

From the selected gathering's "View" page, either click on a group Name in the table or select a Group from the drop-down list - the Children and Attendance tabs update automatically for the selected group.

From the Children tab click Add member.

On the Add member pop-up search by child name. You can also bulk add children from a tag by typing the tag name.

The matching list auto-suggests as your type. Notice also that you can search for and select multiple children if you wish. Click Save when you are finished. If any of the children being added to the group are already in another group in the same gathering they will be auto-removed from that group - a child can only be assigned to one group in each gathering.

Bulk-adding children to groups that are not yet in a gathering

The Not in Gathering report, located in the Children module's Reports section, is a really quick and useful way of identifying children in your database that have yet to be assigned to a group in a selected gathering.

From the report, select a Gathering from the drop-down list. Click Generate to apply the filter. Note also the options to Communicate with parents/children and to Download or Print the report's results.

The report lists all active children that are not currently assigned to any group within the selected Gathering. A Suggested Group is given based on the child's date of birth and the group entry criteria. Where a child has no date of birth, the first (youngest) group in the Gathering is suggested. Simply click +Add to [group name] for each child to quickly add them to the suggested group.

Processing children into new groups as they get older

Each group has a Process feature that enables you to quickly and easily move children into their correct groups as they get older. The functionality looks at the children already assigned to the group and compares each child's age (based on their date of birth) with the age entry criteria of all the groups in the same Gathering. The system then suggests the appropriate suggested alternative group to assign the child to, with the option to override and select a different group if you wish.

Ordinarily the suggested group is based on the child's age today but it is also possible to Change date, perhaps to a future date prior to the start of the new academic year and process based on each child's age as at that future date. While children are not auto-processed into new groups as they get older, the Process workflow provides an opportunity for reviewing suggested new groups (with override option) and then a 'one-click' button to process all the children in a group into their next eligible group in the same gathering (or for them to remain in their current group if they are not yet eligible for a new group).

Children who reach the gathering's maximum age will be processed out of the gathering so that they are no longer in any groups for that gathering.

Working with the Groups section of the Children module, select the Gathering to be processed.

From the Gathering's "View" page, and working methodically through each group in turn, select Process from the cog action menu on the right-hand side of the table of groups.

On the group's Process page, notice the Current Group and the suggested New Group. Children eligible for a different new group (based on their age/date of birth and the entry criteria for each group in the gathering) are distinguished in yellow within the list.

You can override a child's new group if you need to; select another group within the same gathering or select --Leave group-- to remove the child from the group/gathering entirely.

Group processing is based on the child's age today. However, you can select Change date to select a different processing date - perhaps a future date when all your children groups change. Selecting a different date will refresh the list to show the New Group based on each child's age on the selected processing date.

Once you are satisfied that the New Group selections are correct, scroll to the end of the list and click Save. Children are immediately processed into their new Groups, even if a different processing date has been selected.

Repeat the above steps for each group within the selected Gathering and also for each Gathering in your Children module.

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