Preference Based Container Overview

Preference Based Containers in SchoolsBuddy 

In SchoolsBuddy we refer to 'containers' when talking about activities and clubs.  A 'container' is just a wrapper that holds all activities together in one place.  In the screenshot below there are four containers.  

Containers will usually have within them multiple activities/groups and is organised differently by type.  Preference-based containers are used for school activities, clubs and sometimes for programmes of overseas trips, to give parents/students multiple options.

Groups

 

The group's tab is where activities/groups are created. When the activity/group is created they will be listed in this tab. Also within this tab for each group/activity, it will show:- 

  • Day of the week the activity is taking place
  • Start and End time
  • Cost (if applicable)
  • Location of activity
  • Maximum/Minimum number of places
  • Number of pupils requesting the activity
  • Number of pupils that have been allocated (post allocation of events)
  • Join request (on or off)
  • Status of the activity (for example, available for sign up, allocation completed etc)

Activities/groups can be edited on this page prior to allocation of places. You can also manually allocate places from within the group's tab. To learn how to do this click here

Pupil Selections

 

 The pupil selections tab is an overview of the preference-based selections in which pupils/parents have made within the sign-up. A list of every pupil in the school is on this page and listed by each pupil is an overview of who the selections were made by (either pupil, parent or staff member) and how many selections and allocations. Within this tab, you will be able to see how many pupils have confirmed selections, pupil selections that are in progress, and pupils that have made no selections. 

You are also able to manually make selections for pupils, to learn how to do this click here

Auto Allocate 



The Auto allocate tab is where pupils are allocated activities/groups based on their preference selections. Within this tab, there are different options to customise your allocation process. Within a matter of seconds, pupils can be allocated or not allocated activities regarding their preferences. A list of all the activities/groups within your container will be listed with the number of pupils and their preference selections. 

To learn more about the auto-allocation process, click here
 

Pupil Allocation Overview


 



The pupil allocation overview tab only becomes relevant when pupils have been either auto-allocated or manually allocated activities/groups. A list of students that made selections will be shown and an overview of their allocations. In this tab, you will be able to see:- 

  • Pupils that have not been allocated any activities
  • Activities pupils have requested but have not allocated.
  • Each pupil is given a score regarding low preference or high preference allocation.
  • Pupils that have selected more than one activity on the same day.

Also from this tab, you will be able manually to allocate places and increase activity places. The pupil allocation overview tab is a great tab to view what pupils have been allocated activities in regards to their preference selections.  

To learn more about this tab, click here
 

Block Dates 


 



The block dates tab is where dates in which activities do not take place can be inserted. For example, if you're after school club program runs an entire year and you wish to insert holidays such as winter breaks etc you will in insert these days in this tab. When the allocation has been done and the events are generated this means events will not be created for the dates entered in this tab. 
 

Generate Events



The generate events tab is only relevant when all the desired pupil allocations have been made and you wish to generate the events for each activity. When you generate events, pupils/parents will be notified of which activities they have been allocated and not been allocated from their desired selections. This is sent via an email to the address associated with their SchoolsBuddy account. Thier diaries will also be automatically filled with the activities they have been allocated and they will become apart of the relevant group (activity). 

To learn how to generate events when a sign-up allocation has finished, click here

Join Requests 



The Join requests tab is only relevant if join request option has been selected when creating the activity. This will give the Pupil/Parent the ability to request to join the activity after the Allocation has been made and the events have been generated i.e. mid term/season. The staff member in charge of the activity and the activities administrator will be notified if the activity receives a join request from either a Pupil/Parent.

To learn more about Post Allocation Join Requests, click here
 

School Locations



The School Locations tab is where all the locations that have been entered into your Schools SchoolsBuddy. New locations and current locations can be edited and removed from this tab. When selecting a location when creating an activity the information for this option is withdrawn from this tab. 

Reports 



The reports tab is where you can export reports to a spreadsheet. The reports are all based on your preference based sign-up. Reports are produced for the following:-  

  • An allocation Report (this shows what activities have been allocated for which pupil)
  • A sign-up overview (list of all the activities and the relevant details regarding the activities)
  • Export events for calendar
  • Attendance overview (attendance record for all the container activities)

SchoolsBuddy reports are not just limited to the following listed above, if you wish to gain more report access please contact help@schoolsbuddy.com 

Archive



The archive tab is only relevant when a container sign up has ended and all the events in that container have finished. The archive tab is good way to keep your 'Sign Up Admin' tab (maybe labelled differently due to schools preferences) looking clean and organised.