Archiving Preference Based Sign-Up Containers

Archiving Preference Based Sign-Up Containers in SchoolsBuddy

As a Sign-up and join request admin in SchoolsBuddy you have access to the 'Activities Signup Admin' tab (this may be labelled differently due to your School's preferences). In this tab all your School's Containers created will be listed regardless of sign up/event dates. 

Once a preference based sign-up has closed and the events have taken place, you then have the option of archiving the Container. Archiving the Container will not only archive the container but it will also archive the groups inside that Container. 

PLEASE NOTE: Containers can only be archived once the events in that Container have finished. 
 

CONTAINERS CAN AND SHOULD BE REUSED, FOR EXAMPLE, PARENTS EVENING, CARE CLUBS AND MORE. YOU NEED TO ONLY ADD MORE EVENTS NOT CREATE NEW GROUPS IF YOU HAVE NAMED YOUR CONTAINER/GROUPS 'SPRING TERM PARENTS EVENING' FOR EXAMPLE, ALL YOU NEED TO DO IS RENAME WHERE APPLICABLE. 

Benefits of Archiving Containers:- 

Activities Signup Admin tab 

Currently, within the 'Activities signup Admin' tab (this may be labelled differently due to your School's preferences), every Container ever created within your School is listed. If you archive Containers this will make the 'Activities signup Admin' tab look cleaner and more organised. This will also help not cause any confusion between staff regarding the correct Container. 

Duplicated Groups

When a Container is archived, groups within that Container are also archived. If your School runs termly signups with groups that contain the same name, when searching for these groups in the 'Reception/Registers' tab this can become rather confusing. If you archive the container this will mark the groups as archived and therefore will not appear in the 'Groups' tab | 'Reception/Registers' tab. Therefore, this will not cause any confusion when searching for the correct Group or making any changes to the current group. 
 

Parent Portal Group List 

When a pupil is added to a group, that group is listed against the pupil in the parent portal. This is shown in the example below. If you archive the applicable container, the group will also be archived. This will, in turn, remove the group from the group list in the parent portal. Doing this will not save potential confusion but will also not make the group list clustered. 
 


 

Archiving the Container 

1. Click the 'Activities Signup Admin' tab (this may be labelled differently due to your Schools preferences) 



2. Find the Container you wish to archive and select the blue 'Manage' tab. 



3. Click the 'Archive' tab that is the last tab on the right side located on the Container tab bar. 



4. When selected, a list of the Groups that were active inside the Container will be listed. An example of this is shown in the image below. 



5. If you wish to Archive only a select few groups and not every group inside the Container, you can do this by unticking the tick box on the right side of the listed groups. All the groups will be ticked by default. 



6. Once the correct groups have been selected, click the red 'Confirm Archive' tab. 



7. To confirm the archive, click the clue 'Confirm' tab in the pop-up window. 



8. The Container status will then be set to 'Archived' and this will be displayed within the 'Activities signup Admin' tab (this may be labelled differently due to your Schools preferences) 



9. The groups inside that container will also be archived. If you wish to search for them after archiving them you will need to select the 'Archive' filter in the group's tab | Reception/Registers. 



10. The archived groups will be displayed with a red filing cabinet next to the group name. An example of this is shown in the image below.