Benefit of archiving containers

As a Sign-up and join request admin in SchoolsBuddy you have access to the Activities & Clubs 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.

Activities & Clubs Tab

Currently, within the Activities & Clubs 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 & Clubs tab look cleaner and more organised. This will also help to 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' 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' tab. Therefore, this will not cause any confusion when searching for the correct Group or making any changes to the current group.

Parent View

When a student is added to a group, that group is listed against the student 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 & Clubs 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 on the right-hand side.

   

3. Click the Archive/Unarchive 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.

    

Archiving the Container if groups have already been archived

1. If groups have already been archived via Reception | Groups | Edit then in order to Archive the Container, these groups will have to be re-activated, and then the Container can be archived.
2. Follow steps 1 to 3 for Archiving the Container.
3. Click on the UnArchive All button

   

4. Click the Confirm Archive/Unarchive

   

5. Click Confirm in the pop up box, and then OK in the next pop up box.

   

6. Now click the Archive All button, then Confirm Archive/Unarchive

   

7. Click Confirm in the pop up box, and then OK in the next pop up box.

   

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)

Deleting a Container:

*****PLEASE NOTE, YOU WILL NOT BE ABLE TO RECOVER THE CONTAINER OR DATA RELATED TO THE CONTAINER, IF YOU DELETE IT*****

Deleting containers in SchoolsBuddy can be a really useful way to keep everything in order by removing previous or historic containers no longer in use, especially if you are running a vast array of events with multiple containers over the school term.

Empty Container:

When creating a container, if there are no events or groups or students added and the container is blank, there will be a button presented to 'Delete' the container. 

This applies to all container types: Instant Book and Pay, Preference Based Signups and Parent Teacher Conferences. 

Used Container:

The container has events, groups or students already added and is a historic container previously used. 

We have a custom script that will run overnight and looks for any containers with the word 'delete' at the start of the container title.

Simply going into Edit on the container and altering the signup title to show 'delete' at the start will allow this script to find and remove your used container.

To do this,

1. Click on the Activities & Clubs tab in the Menu Panel OR the Activities & Clubs icon on the homepage
2. Open the Preference Based Container (or Instant Book/PTC Container)
3. Find the Container you want to delete
4. Click the 'Edit' button
5. Edit the Sign Up Title and add 'DELETE' at the front i.e. 'DELETE Weekly Based Container'
6. Scroll down and click 'Save'
7. It will take around 24-hours for the container to be deleted