To add a custom group to your conference cycle, go to the Community menu (two people icon) and click 'Conferences'.

     

Locate the cycle from the list that you need to add the custom group to and click 'Admin' for that cycle.

     

This will take you into the cycle and you will see a series of tabs.  Click to the 'Staff' tab.

     

Locate the staff member you need to create a custom interview group for and click the associated edit pencil icon.

     

In the pop-up under the 'Interview Eligibilities' section, you will see any classes associated with the staff member for the cycle.
You will see two buttons, 'Add Group (Dynamic)' and 'Add Group (Explicit)'.  These are the options you have to create a custom group. You can create as many custom groups for a staff member as needed.

     

Dynamic
The Dynamic Group option is used when you want to allow general groups (Year Levels, Form Groups, Houses) of students to be associated with the staff member. It also enables you to filter to create combinations of these groups as each of the formatting options is an AND field.
Dynamic Group Eligibilities constantly query the system and allow any user designated with the appropriate year/house/form group to book in with the associated staff member.

Explicit
The Explicit Group option should be used when you want to add explicit students to a list to be associated with the staff member. Like the Dynamic Group option, you can add students by Year Level, Form Group, or House, but you can also add individual students and students by class. The Explicit Group option differs from Dynamic in that when you add students their names are added to the list below, from which you can choose to remove certain students to further filter the associated list down. 

When creating an Explicit Group the system will query your selection at the time you create the group, and save that list of explicitly selected students.

Dynamic Custom Groups

If the custom group you need to add for the staff member is 'Dynamic', click the 'Add Group (Dynamic)'.  In the pop-up, type in a title for the group in the 'Interview Reason' field i.e. Career Planning, House Coordinator Meetings etc.

     

Then in the 'Eligible Student Groups' section, use the fields to create the filters the system will use to ascertain which students (or parents of these students, depending on who the target audience is for this cycle) are eligible to book with this staff member for this custom group purpose.  Remember the fields are 'AND' fields so a student would need to meet the criteria added in each of the three fields to be considered eligible to be part of this group.

Example 1: The staff member is the Year 9 and 10 Ravenclaw House Coordinator.  Students in Year 9 or 10 AND in the house 'Ravenclaw' need to be able to book a meeting with this teacher as part of the Conference cycle.  The settings to ensure this for the Dynamic custom group will be per this image.  

     

 

Example 2: There are two staff members who are the Year 10 Coordinators.  There are 4 forms of Year 10s and the two coordinators are going to be responsible for having coordinator meetings with two of the forms each.  You would need to set up a Dynamic Group for each of the two staff members and the filters for one staff member's group would be Year 10 and Forms 10A and 10B (see below image); the other staff member would have the filters Year 10, and Forms 10C and 10D.

     

As you enter information into the filter fields, you will see a total number of students that potentially qualify. 
Please note, when a student or parent accesses the cycle to make a booking, the student will be checked by the system against any Dynamic groups set-up for the cycle to see if they are eligible for that type of booking, and if they are, the group will display for them to make a booking against.

When you have added all the information for this group, click 'Save'.

    

You will then see the group added to the staff member's list of Interview Eligibilities under the category 'Additional Eligibilities' to indicate it is not a class association but rather a custom group.

     

If you need to edit the group at any time, click the edit pencil icon.  If you need to remove the group from the cycle, click the red cross icon.  Please note, if there were already bookings in place for the group, the bookings would need to be cancelled before you can delete the group.

When you have finished adding custom groups for this staff member, click 'Save' to update their information and close the pop-up. 

Please Note: If you close the pop-up without clicking 'Save' the custom groups you added will not be retained.

     

Explicit Custom Groups

If the custom group you need to add for the staff member is 'Explicit', click the 'Add Group (Explicit)'.  In the pop-up, type in a title for the group in the 'Interview Reason' field i.e. Student Leadership Meetings.

     

Add the students who need to be part of this group.  You can do so by year, form, house, class or individually.  Click the 'Advanced' button for additional options for adding students also.
As you add students, they will be listed in the lower section.

       

If you need to remove students, select the applicable student (or students), click 'Selected' and 'Remove'.

     

When you have all the applicable students for this group listed, click 'Save'.
The group will then be added to the Interview Eligibilities for the staff member.

     

If you need to edit the group, click the edit pencil icon.  To remove the group from the cycle, click the red cross icon for the group.  Please note, if there are already bookings in place for the group, you will need to cancel the bookings before you can delete the group from the cycle.

When you have finished creating any custom groups for this staff member, click 'Save' to update their information to include the groups. 

If you do not click 'Save, the added groups will not be retained.

     

Any students listed in the 'Explicit' Group, will see an option to make a booking for this group when accessing the cycle (or their parents if the cycle is targeted at parents).