Group management module

Know where every student is.And who’s in charge.

All your students on one board, split into groups with their counselors. At any moment you see who is on campus, who is out on approval and who is late to return. Drag students into rooms, and open a temporary group for a weekend or a trip in a click.

Book a personal demo How it works

Who’s in and who’s out Drag-and-drop room placement A dashboard for every group Temporary groups in a click

284 studentsOn campusOut on approvalLate

GroupsClassesRoomsWeekend

Live status

Who’s in and who’s out.You know without asking.

The student list is synced with exit approvals and the gate. A student who left on approval is marked blue, and one whose approval has ended and who is not back yet is marked red. You see it for the whole campus, and for each group separately.

All students284 students

On campus

Out on approval

Late to return

2 selectedMark entry

Synced with exit approvals
Every exit approval and every pass through the gate updates the list by itself. There is no separate list to maintain.
Exit approvals →
Late returns stand out
A student whose approval has ended and who is not back yet is marked red, and you see how long they have been out.
Mark entry in a click
A student came back without scanning the QR code at the gate? Select them in the list, alone or with others, and press “Mark entry”.

The groups board

All groups on one board.Each with its own counselors.

Each group has its own column: the group name, the counselors in charge and the students. The counter shows how many of them are on campus right now, and the card of a student who is out takes the colour of their status.

19 | 20on campus, out of the whole groupOut on approvalLate to return

Counselors under the group name

You see at once who is in charge of each group. Add or replace a counselor in a click, with each person’s department and role next to their name.

Students by click or by drag

Add a student to a group from the list, or drag their card from one group to another. No forms and no duplicate lists.

A live counter for every group

How many students the group has and how many of them are on campus right now. No counting and no phone calls to the counselor.

By class as well

The same students also appear on a board by class. Each team works with the split that suits it, on the same data.

Rooms and beds

Every student knows where they sleep.So do you.

Each group has a building, and each room has a number of beds. Drag a student into a room and see at once how many of the group are placed, who still has no room and how full the building is.

Galil groupCarmel building · 6 rooms

Students without a room

The whole group is placed

Placement progress

Beds taken in the building

Bed takenFree bed

Beds per room

The number of beds in each room is set once, and the room counter shows how many are taken.

No one is left without a room

Anyone not placed yet stays on a separate list until you drag them into their room.

The same rooms for maintenance

Rooms and beds are set up in the system once, and maintenance service calls use them too.

Maintenance & service calls →

Group dashboard

A dashboard for every group.The full picture, with no data to collect.

Attendance, reports, exits, room placement and the group’s learning center, for today, this week, this month or any date range. What needs attention comes first: students with frequent absences, students with nothing written in their file, and counselors who have not logged in.

Students in the group

Off campus

Late to return

Placed in rooms

Average attendance

Group attendance

Reports filled in

Absence reasons

Excused

Late arrival

Sick at home

Exits

Exit approvals used

Late returns

Out over 3 days

Common destinations:HomeShoppingGoing out

Needs attention

Frequent absences and late arrivals over 20% of sessions
Students with no entry in their file for over 3 weeks
Counselors who have not logged in for over 4 weeks

Learning center

Lessons in the period

Students taking part

The numbers come from attendance, exit approvals, the student file and the learning center.

No child slips through the cracks

A student with nothing entered in their student file for over three weeks, no personal talk, no opinion and no assessment, shows up on the group dashboard. You see in time who has not been given attention, and make sure every child gets it.

From an attendance report to a new group

Thursday, 13:00.Who’s staying for the weekend?

This is how a weekend group is built in a boarding school of 284 students: one report request in the attendance module, a new group in a click, and a duty counselor who gets access only to what they need.

The 12 permanent groups

Staying the weekendOut on approvalLate to return

All the steps in writing

More tools

Any split you need.Any change in a click.

Groups and classes are only the start. Open a new board for any other way of splitting your students, and update many students in one action.

Boards

A new board for any need

Weekend stayers, a trip or any other temporary group. The board stays with the person who opened it until they share it with another staff member.

Start of year

A new year in a click

Select the students and choose “Move up a grade”. Everyone selected moves up a class in one action, with no need to update student after student.

Bulk actions

Many students, one action

Select students in the list and choose what to do: change group and class, mark entry or move up a grade. The list can be filtered, printed and exported to Excel.

Part of one system

A group is not an Excel list.It’s connected to the whole system.

Groups are set up in Smart Campus once, and every module works on them. So one change in a group reaches every place that needs it, right away.

Exit approvals

An exit approval and a pass through the gate update the board: who is out, who is late and who is already back.

Exit approvals →

Attendance

Attendance reports are sent by group, and a new group can be opened straight from a report.

Student attendance →

Maintenance

The rooms and beds students are placed in are the same rooms service calls are opened for.

Maintenance & service calls →

Management dashboard

Management sees all groups together: attendance, exits and groups that need attention.

To the management dashboard →

For every role

Everyone sees their own group.Management sees them all.

1Head of boarding

Builds the groups, assigns counselors, opens temporary groups and sets the duty counselor.

2Group counselors

See their students, who is on campus and who is out, and place them in rooms.

3Duty counselor

Gets a temporary group for a weekend or a trip, with access to attendance reports and exit approvals only.

4Management

Sees each group’s dashboard, and the whole campus on the management dashboard.

To the management dashboard →

FAQ

Questions we hear in every demo

What is the group management module?

The place where you manage your students by group: who belongs to which group, who its counselors are, which room each student sleeps in, and who is on campus right now. Beyond the permanent groups you can open more boards for any other split, such as weekend stayers or a trip.

How does the system know who is on campus and who is out?

The module is synced with exit approvals and the gate. A student who left on a valid approval is marked blue, and one whose approval has ended and who is not back yet is marked red, both in the student list and on the groups board.

What if a student came back without scanning the code at the gate?

Select them in the student list and press “Mark entry”. You can select several students at once, and the list and the counters update right away.

How do you assign counselors and students to a group?

On the group page you add a counselor or a student in a click, from the staff and students already in the system. Counselors appear under the group name on the groups board.

How do you place students in rooms?

Each group gets a building, and each room a number of beds. On the placement tab you drag each student into their room and see the placement progress, the students still without a room and how many beds in the building are taken.

What does a group dashboard show?

How many students the group has, who is out and who is late, how many are placed in rooms, average attendance and its trend, reports filled in, absence reasons, exits and learning center participation. All of it for today, a week, a month or a date range.

How do you make sure no student is overlooked?

Each group dashboard shows how many students have had nothing recorded in their student file for over three weeks: a personal talk, an opinion, a student assessment or any other record. Counselors and management see who they are, so no child slips through the cracks and everyone gets attention.

Can I create a split that is not by group or class?

Yes. Open a new board and give it a name, such as weekend stayers or a trip. The board stays only with the person who opened it until they share it with other staff members.

How do you build a group of weekend stayers?

In the attendance module you open a report request, “Expected weekend stayers”, and the counselors get a notification to fill it in. From the report you create a new group, and it opens as a new board in the groups module with everyone marked as staying.

What does a temporary counselor see?

A counselor assigned to a group temporarily, such as a weekend duty counselor, gets access to attendance reports and issuing exit approvals only.

How do you move students up a year?

Select the students in the list and choose “Move up a grade”. Everyone selected moves up a class in one action.

Who can see the information, and how is it stored?

Only people with permission, according to their role. Data is hosted in Israel on AWS, and every action is logged. Smart Campus is certified to ISO 27001 and ISO 27799.

Next step

Let’s buildyour groups.

In the demo we will build a sample group, place students in rooms and open a weekend group together, straight from an attendance report.

Book a demo Guide: weekends and holidays