Enrol students into lesson registers in bulk

There are a few different ways to enrol students in bulk in Arbor, rather than enrolling students one at a time. The most suitable option will depend on your needs as a school - we usually recommend the spreadsheet for large schools, including secondaries.

Although there isn't a specialised area in Arbor to manage donations, there are a couple of options using our existing Club or top-up account functionality. 

What permissions are needed?

  • Academic Structure: Administer - Add/edit/remove students in courses and automatic enrolments
  • Enrolment: Administer All Students - Manage students' enrolments into the school, and into their year groups, registration forms and houses

If you don't have permission, contact your office staff - they can follow this guide to give you the right permission.

 

Which option should we choose?

Method

Positives

Negatives

Bulk enrolment spreadsheet

Bulk enrol students using an imported spreadsheet.

If students are already enrolled in a class, using the bulk tool will not end or override any existing enrollments. This will just add them to the new classes. You will need to end the existing enrolments first.

Teaching groups

If you know a certain cohort of students will take all the same courses, you can automatically enrol them using Teaching Groups.

Using a Teaching Group for these students means you would only have to add students into one teaching group and the students will be automatically enrolled in the courses.

Automatic enrolments Anyone enrolled in the original course will automatically be enrolled in the other course. This method is most complex to maintain, as you may need to remove the automatic enrolment if you need to make changes.
Enrolling manually Choose exactly which students should be enrolled in which lessons. Can take some time when you have a large school, as students have to be selected individually.
Nursery Bulk Enrolment page Manage enrolment into individual AM and PM registers for part-time students. Can only be used for nursery year groups. If you want to manage your school enrolment as a whole you'll need to use one of the other methods.

 

To get started, you'll need:

  • Year Groups created
  • Students enrolled into their correct Year Groups
  • Courses created, to import students into
  • Courses linked to the correct Year Groups

If you decide that you no longer wish to use an auto-enrolment, but wish to keep the courses, and enrolled students, please follow this article: How do I remove an auto-enrolment from a teaching group or course?

 

Using our bulk enrolment spreadsheet

Before using the spreadsheet - check for double enrolments

If students are already enrolled in a class, using the bulk tool will not end or override any existing enrollments. This will just add them to the new classes.

You will need to end the existing enrolments manually by going to School > Programme > Courses, selecting the course then ending the enrolments for the students.

withdraw_students_from_course.png

add_withdraw_date.png

Downloading your spreadsheet

Go to School > Programmes > Courses and click on the green Course Enrolment Imports button.

enrolment_overview.png

 

This will take you to the Course Enrolment Imports page - from here click +Add. 

new_enrolment_spreadsheet.png

 

Then select the academic year you wish to bulk enrol students into.

Screenshot_2021-08-12_at_16.16.20.png

 

Select the subject(s) you wish to enrol students into and the year groups of students you wish to bulk enrol into these subjects. On the downloaded spreadsheet, each year group will be displayed as a new tab.

select_year_groups.png

 

Click the green button to download the spreadsheet, or click the grey button to customise the import spreadsheet.

download_import_spreadsheet.png

 

The file will download to your computer so you can open it in Excel.

open_enrolment_spreadsheet.png

Filling in the spreadsheet

Once the spreadsheet has been downloaded, please read the front page instructions.

Important note: Do not try to edit the format of the spreadsheet/move columns or reposition student names as this will invalidate the file and it will not successfully upload into Arbor.

Navigate to a year group tab on your spreadsheet and mark the students into classes by marking the cell with the symbol you wish. At the bottom of the spreadsheet, the total number of students for each class is calculated and on the right-hand side of each student, a running total of how many classes the student has been enrolled on is shown.

Once the spreadsheet is uploaded back into Arbor, the students will be enrolled on the classes in which they were marked.

editing_the_import_spreadsheet.gif

Uploading your spreadsheet

Once you have completed your spreadsheet, you need to upload it back into Arbor via the same pathway taken to download it. School > Programmes > 2018/19 CoursesClick on the grey ‘Course Bulk Enrolment’ button.  

Click on the '+Add' button and this time select ‘Upload Import file’.

From the pop-up screen, confirm the academic year in which the students are being enrolled in classes. Give the file a name - as you can upload multiple spreadsheets it is advised that you give the file a name that identifies the file content. Enter the start and end date for the course enrolments if different to the default dates provided and click the green ‘Enrol Students’ button.

upload_enrolment_spreadsheet.gif

 

 

Using teaching groups

When you have more than one course or class with the same set or group of students, you can enrol them into all their classes together using Teaching Groups.

Using a Teaching Group for these students means you would only have to manually add students into one teaching group and the students will be automatically enrolled in the courses.

Top Tip: The process shown below can be used mid-year. If you need to prepare for next year, you can copy over teaching groups as part of Step 6 of the New School Year Setup process.

Step 1 - Creating a teaching group

Go to Students > EnrolmentSelect Teaching Groups from the left-hand menu and click on +Add.

new_teaching_group.png

 

Complete the details in the slide over and then click Create Teaching Group.

eaching_group_name.png

 

You will then be taken to the Teaching Group Overview page.

the_teaching_group_overview.png

Step 2 - Adding Students to the Teaching Group

To access the Teaching Group Overview for a group created previously go to Students > Enrolment > Teaching Groups. Then click on the teaching group you wish to view.

From the Teaching Group Overview go to the Current and Future Members Section and click on +Add.

add_teaching_group_member.png

 

To add new members select Add students, then select the students to include and the date range. Then click on Add Members.

add_to_teaching_group.png

 

You can add individual students or whole groups.

add_group_to_teaching_group.png

 

To copy students from teaching groups in the previous academic year, select Copy Students, select the correct teaching group and dates then click on Copy Students.

add_to_teaching_group.png

copy_teaching_group_from_last_year.png

 

The Current and Future Students section will then display these students.

view_new_students_enrolled_in_teaching_group.png

Step 3 - Adding an automatic enrolment for the courses

From the Teaching Group Overview go to the Automatic Enrolments into Courses section and click on +Add.

add_automatic_enrolment_into_a_course.png

 

Select the courses that you wish to add the students in this teaching group to and click on Add Automatic Enrolments.

add_auto_enrolment.png

 

The students in this teaching group will then be automatically enrolled in the listed courses.

see_all_auto_enrolments.png

 

Click on the course to see the course overview.

access_course_overview.png

 

Select the course, then click More Information to reach the Course Overview.

more_information_on_the_course.png

 

From the Course Overview, you will be able to see the students enrolled in the course from the teaching group's automatic enrolment.

Selecting to view Groups will show the teaching group that has been enrolled.

see_teaching_group.png

 

 

Using automatic enrolments

Auto enrolments can be created to allow groups of students who will take several subjects together to be enrolled in one place which will then feed into a class. You can set them up for teaching groups (shown above), registration forms and houses. See below for some tips on when you should and should not use this function.

Adding an auto-enrolment

For example, from the Students > Enrolments > Registration Forms page, select the registration form.

select_reg_form.png

 

Click the +Add button next to Automatic Enrolments into Courses.

add_ato_enrolment_from_reg_form.png

 

Select the courses you wish to be fed into by the group, then click Add Automatic Enrolments.

select_courses_for_enrolment.png

When can auto-enrolments be used?

What can I use auto enrolments for?

  • A registration form (which is automatically auto-enrolled into the registration course page - do NOT remove this unless you take registers in another period) which also takes General Studies.
  • A House which all take assembly together - enrol students to house, and auto-enrol to assembly

When should Auto Enrolments not be used?

  • You have a subject that has students who may move in and out of different classes within the year. You could use Teaching Groups with Interventions, however, it is recommended that you keep this kind of subject separate from any auto enrolments.
  • You wish to change to sets or options or make any changes to a course or class enrolment within the academic year. In this instance, we recommend you enrol students onto the individual courses.
 

 

Enrolling into lessons manually

To enrol certain students into lessons manually, go to School > Programmes > Courses > Table View. Click on the course, then click the Enrol Students button.

enrol_manually.png

 

You can then select the students to enrol. Please note it will show their current enrolment next to their name, rather than the registration form they will be in next year. So for a year 5 class, you will need to add current year 4 students if you're enrolling them in courses for next year.

Top Tip: Select all students in a certain year by typing in the number, then clicking Cmd + A to select all the students.

select_students_to_enrol.png

 

Enrolling nursery students

There are two ways of making sure nursery students appear in the right registers (instead of all AM and PM registers) - using enrolments or using Attendance Patterns.

Please note that this process is for enrolling your nursery students in registers during the year, such as after migration. If you wish to set up your nursery registers for next year, you'll need to follow these instructions

Was this article helpful?
0 out of 0 found this helpful
I'm still stuck!

Comments

0 comments

Please sign in to leave a comment.