What is the difference between ‘Groups’ and ‘Group Types’?

A Group could be the different years, classes and clubs at your school such as Year 5, Maths or Netball Club.

All of your Groups need to be assigned to a Group Type and some Group Types are mandatory, such as Year and Reg Group. A Group Type can be further defined by referring to it as a category. Please see below what each of the default Group Type can be used for:

Class Groups
It is likely that you will only use this Group Type if you are a Secondary School as it can be used for your students if your tutor groups split to go into multiple teaching groups, for example, Maths, English, Science etc. A pupil can belong to more than one Class Group.

Please note, we recommend you only use this Group Type if you are not using Parents Evening Manager. The reason for this is if you run a ‘Class Teacher’ import for Parents Evening Manager, it will delete all class groups and create the import groups.

Registration Groups  
This group type will be populated for you once you have completed your initial import for ParentMail. A student can only belong to one Registration Group at a time and this is a mandatory group type.

Staff
This group type would be used for when you are creating a group which is relevant to your staff members such as teaching staff or external staff. You will need to manually add members to these groups.

Year Groups
This group type will be populated for you once you have completed your initial import for ParentMail. A student can only belong to one Year Group at a time and this is a mandatory group type.

Please note, teachers cannot be in Registration or Year groups. If you want to have teachers within the same groups as students, you will need to create a new group type.

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How do I create a new Group Type?

Go to Groups on your left hand menu and then select Create New Type. In the Type Name box, choose a name for your new type such as Clubs.

Groups 1

If you want to allow only a certain type of User to be added to Groups within this Group Type, you can use the drop down list to select the User Type here. If you tick the Unique Member Only box, each User will only be able to be in one Group of this type (this is usually used for Registration and Year groups as a child cannot be a member of more than one). Once you are happy with your selection, hit Save.

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How do I create a new Group?

Go to Groups on your left hand menu and then select Create New Group. Choose a name for your Group and then also choose what Group Type you want it to appear in.

Groups 2

Once you have done this, you can then hit Save to create your Group.

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How do I find and manage my Groups?

Go to Groups on your left hand menu and then select Groups from the sub menu. You can search for the Group or scroll through the list to find the group that you want to make changes to and then select it. You can use the drop down filter tool to refine your search by the type of group you’re looking for. The Group will then appear to the right as shown below.

Groups 3

The Actions button can be used to ‘Edit’ or ‘Delete’ the entire group. Please note, this deletes the group only, not the members in the group.

You can add or remove members from the Group by selecting Manage Group Members. When you click this, the Contact Book will appear.

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How do I add/remove users in an existing group?

If you have a group which you would like to add new members to or remove existing members from, simply go to Groups > Groups from the sub menu > Find your Group created > Click the Manage Group Members button.

Groups 1

To add new members – Click the + icon and select the users who you need to add from the Contact Book and click confirm. These users will now be part of this group. Please remember to refresh the page after you have added members to that this updates the browser and displays the correct members.

To remove members –  Click the + icon next to Manage Group Members and in the Contact Book click on ‘Selected’ on the left-hand side – you will then be able to view all members currently in the group and untick any users you are wanting to remove. You can click confirm to save the changes. Please remember to refresh the page after you have added members to that this updates the browser and displays the correct members.

Alternatively, you can adjust groups for a specific user by going to Users > List and searching for the user. Once you have found them, click on their name and on the profile you will be able to see “Groups”. Below this, you will see the groups they are already a member of. To add them to a new group, simply select ‘Add New Group’ and use the drop down menu to select it. To remove them from a Group simply click the bin icon next to the Group name.

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Why are some children missing from their year groups?

You can view all the groups that a child is in by going to their account. To do this, go to Users > List and search for the child’s name. Once you have selected them, you will be able to see the heading Groups and this will show a list of all the groups they are in. There should be a Year group listed here, so first check that this is the correct year group.

If you need to change this, go to the + icon and select the correct group. Once you have done this, delete the wrong group if it is still on the child’s account.

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Why can I only add students to a group?

During the setup of a group type you can choose ‘Limit To User Type’. If this is selected with the ‘Student’ option, you will be unable to add any other user type.

If this option is selected for the group type, you will need to generate a new one before being able to have a mixed group.

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How do I delete a group?

If you no longer use a group and wish to remove it, simply go to Groups > Groups and search for the Group Name you wish to delete. Select the Group from the list, then click Actions > Delete. Please note, this deletes the group only, it does not remove the members of the group from your ParentMail account.

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Why would I need to set up additional Groups?

Setting up additional Groups will save you time when selecting users throughout ParentMail. For instance, if you have an after school club that will need to be sent emails regularly, if you create a group for that club, you can quite simply select that group in the contact book when choosing email recipients, rather than searching through the contact book for multiple individuals.

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How do I export group members as a list?

To export the list of group members, please go to the Group > Actions and you will have the option to Export the list here. This will automatically download a spreadsheet to your browser/downloads folder, ready for you to open and view.

Account Settings - Groups

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