How to Set Up Classes and Add Pupils

How to Add Pupils to Classes in TrackAble

📹 Video Walkthrough

Watch this video for a step-by-step walkthrough of setting up classes and adding pupils. Below you'll find the detailed written instructions.

Video: How to Add Pupils to Classes

Overview: Class Types in TrackAble

Every pupil in TrackAble must belong to at least one tutor group (also called a form or registration group). This is the foundation of pupil records.

You can also create additional teaching groups for subject-specific or intervention-based classes, each with its own assessment framework.

Step 1: Understanding Class Types

Tutor Group (Required)

Every pupil must have one
Displayed and selected in the pupil's record
Typically represents a form or registration class

Teaching Group (Optional)

Subject-specific classes (e.g., Functional Skills, Maths Group A)
Can have different assessment frameworks
Pupils can belong to multiple teaching groups

Step 2: Create or Find a Class

Navigate to Lists menu
Select Classes
You'll see options to create:
- A tutor group
- A teaching group

Step 3: Set Up a Teaching Group

When creating a teaching group (for example, Functional Skills):

Name the class (e.g., "Functional Skills Y7")
Assign an assessment framework (if needed)
Set spiky profile preferences (choose whether pupils work on a spiky profile)
Add pupils:
- Search for pupils by name
- Select the pupils who belong to this class
- Confirm and save

Step 4: Assign Staff Access to Classes

Once a class is created, you must assign it to the relevant staff members:

Go to Users menu
Select the staff member
Assign the class:
- Management users are typically assigned all classes
- Teachers, TAs, and support staff are assigned only the specific classes they teach
Save

Step 5: Verify Class Setup

After saving staff configurations, verify your class is set up correctly:

The class appears on the assessment screen
The assessment framework is correctly linked
Staff can access the classes they've been assigned
Pupils appear in the correct classes

Key Points to Remember

✅ Every pupil must have a tutor group

✅ Teaching groups are optional and subject-specific

✅ Each class can have a different assessment framework

✅ Staff access must be assigned after creating a class

✅ Management users typically see all classes; teachers see only their assigned classes

Next Steps

Once your classes are set up:

Assign pupils to their tutor groups
Create teaching groups for specialist areas (if needed)
Assign staff to the appropriate classes
Set assessment frameworks for each class type

Need help? If pupils aren't appearing in a class, check that:

The pupil's record has the class assigned
The staff member has access to that class
The class is visible in the Lists > Classes menu