Timetable Daily: Selecting Students for Events

Modified on Thu, 14 Aug at 1:00 AM

TABLE OF CONTENTS

Selecting Students for an Event by Year Level, Number Group, Letter Group or Individual Class
Selecting Students for an Event by Gender or House or Both
Importing Students into an Event

When creating an event, the students who will be attending the event can be selected in a variety of ways.

These include:

By year level, number group, letter group or individual class
By gender
By house
By a combination of gender and house

Selecting Students for an Event by Year Level, Number Group, Letter Group or Individual Class

Once you have selected 'Create event' and opened the Create Event window, the Students panel will be open with the the root Year levels displayed.

Selecting a root Year level will select every option under that year level.

Care needs to be taken when doing this as everything that is selected may be displayed on the Daily Bulletin.

Expanding a Year level will reveal additional selections. 'Whole year group' should be selected when every student from that year level will be attending the event or when all classes in that year level need to be cancelled. This is very important for both Cancellation and Meadowbank events when composite classes exist.

Letter groups, number groups or individual classes can be selected when only some students from the year level are attending the event.

Selecting Students for an Event by Gender or House or Both

To select students for an event by gender or by house, a registered event needs to be created. Firstly, select the 'whole year group' tick box from the selection tree on the left to display all students in that year level, then select 'Registered event' below the list of students. This will enable the gender and house options which will appear above the list of students.

Gender

To select all students in the list, tick 'All' .

To select all male students, tick 'males'.

To select all female students, tick 'females'.

Note that if any students have been flagged as being gender X in the etz file, a third gender option 'other' will appear.

House

Note that the House option is an 'exclusion' option. This is to enable a selection based on both House and Gender.

To select all students in a particular house, tick all houses EXCEPT the one(s) you want. This will exclude all of the students from the selected houses, leaving only students in the required house(s).

Students cannot be selected by house if they have not been assigned a house in the timetable file. Please ensure that the house information is correct in your timetable file as any incorrect entries in the house data may cause issues with creating events. Please refer to the following document for more information on adding house data:

E10 - Students > House data

Gender and House

To select students in one or more houses that are of the same gender, firstly tick the required gender and then exclude students who are not in the required house by ticking the houses that are to be excluded.

The following example shows the selection of students who are female and in the Aqua house.

Importing Students into an Event

The option to import students into a selected event has been added. This will make it easier to select students from multiple year levels. To import a list of students, select the 'Import students' link that is next to 'Registered event' in the Students panel.

This will open the following form:

The format for the import file, a .xlsx file, which is displayed when the 'format' link is selected, is shown below. Note that a template can be downloaded in the required format.

The file can either be dropped into the designated area or selected by clicking the '+' link. Once the file has been selected, click on 'Upload file'. Information regarding the progress of the upload, the number of errors and warnings and the status will be displayed. Click on 'Update' if the file passes validation. This will add the students to the event, which will become a registered event.