Group Management (Classes)
The Groups (Classes) page is the central hub for managing your educational institution's active classes. Here, you can monitor which teacher is assigned to which group, class schedules, classroom allocations, and seating capacity utilization.
Where to find it: Course Management → Groups (Classes)
Overview
The group management page contains the following sections:
| Section | Purpose |
|---|---|
| Header | Active groups summary and the New Group and Bulk create buttons |
| Search & Filters | Locate groups by course, teacher, team, weekday, or capacity status |
| View (Grid / Table) | Switch between cards and table; optional Detailed view for a full teacher list |
| Groups Table / Cards | Detailed catalog containing schedule, room, students, and status |
Main Actions
Create a New Group
The "New Group" button launches the creation wizard. The progress bar at the top shows the 4 steps, and you can go back to any step you have already passed:
- Basics ("Course & Basic Information"): Choose the course from the catalog (with search and categories), then fill in the group name (labelled Course Name, suggested automatically), the Start Date and the Capacity. Optionally add a Description and, if you have active teams, Team (optional): the name is suggested from the course and the team, and the capacity grows so the team fits.
- Schedule ("Schedule & Teachers"): Add up to 7 sessions, each with a day, time, room and teacher (optional).
- Students ("Student Enrollment"): Select the group's students (optional). If you picked a team, its active members are pre-selected until the capacity is full. If the whole team does not fit, you see "The team has N members — M selected".
- Review ("Review & Create"): Check the summary, choose Active or Draft and click Create Group. The new group's page opens.
You can create a group without a schedule and without a teacher — it is saved as Draft. When you reach the Review step with neither, the wizard preselects Draft. You can add schedule and teachers later from the group details page.
To create a group as Active, you need at least one session and a teacher on every session. If something is missing, the Review step points it out and the group is not created until you complete it in the Schedule step or choose Draft.
Activating an existing group
When you change an existing group's status to Active from the group details page, the system checks that a schedule and teacher are present. If something is missing, a clear message appears (e.g. missing teacher, schedule, or both) — not a generic error.
You can enroll students while the group is still Draft. Welcome emails are not sent at that point. When you publish the group as Active, students already added are notified by email. You cannot return the group to Draft.
Bulk create groups
Bulk creation makes several groups at once (up to 30 per run), each with its own schedule, teachers and students. It is ideal at the start of the year or when a course has many parallel groups.
Where to open it
| From | What it does |
|---|---|
| Groups page → Bulk create | Free mode: you pick a course (and optionally a team) for each row |
| A course's page in Course Templates → Δημιουργία τμημάτων | Rows for that specific course |
| A team's page → New groups for this team | A checklist of courses, for that team |
| Completion screen of the Initial Setup → Bulk create | Free mode |
Steps
-
Add rows. Each row is one group ("Group #1", "Group #2"…).
- Free mode: In "Select a course" pick a course, optionally "Team (optional)", and click Add row. With a team, the row comes with the team's active members.
- From one course: The button with the course name adds one row each time.
- From a team: Tick the courses you want; each tick adds a group.
When you reach 30 rows, "Maximum 30 rows per bulk create" is shown.
-
Fill in each row.
Field What you set Name Suggested automatically from the course (and the team). You can change it Capacity From 1 to 50 Start date Date picker; defaults to 7 days from today Status Active or Draft. If a schedule or teacher is missing, the group becomes Draft automatically and the row says "Auto-Draft — no schedule yet" or "Auto-Draft — no teacher yet" Team (optional) The group's team. Changing it makes the students the new team's active members (unless you have changed them yourself). Not shown when you opened the page from a team Students The number of students. Edit opens the student selection, Clear empties it Description Optional; opens with "Add description" Schedule Sessions with day, time, room and teacher, as in the new-group wizard On the right, the Week panel shows the sessions of all rows by day and highlights the ones that clash.
-
Click Check. The system checks all rows and shows conflict badges:
- Teacher conflict: the same teacher at overlapping times.
- Room conflict: the same room at overlapping times.
- Student conflict (n): n students are in two groups at the same time. Click the badge to see their names under "Shared students".
Under the badge you see which group and time clash. If the conflict is with an existing group, View group is also shown. Conflicts between rows appear immediately, while conflicts with existing groups appear after Check. The bar at the bottom shows "N ready" or "N with errors".
-
Click Create N groups. The button is enabled once Check passes without errors. If you change anything afterwards, check again. At the end:
- If everything was created, you return to the page you started from.
- If some failed, the Result list shows which were created (with View group) and which were not, with the reason. Fix the rows and click Retry failed rows. Groups that were already created are not sent again.
Rows that have not been created are saved automatically in this browser. When you return to the page, "Restored your draft from …" is shown and you can keep it or click Discard. If you leave while there are rows that have not been created, "Unsaved changes" appears with Stay or Leave; the rows stay as a draft.
Teams and groups
A team brings together students who attend several groups together. In groups, teams appear as follows:
- Team badges: in the header of the group page (the badge opens the team) and on the cards of the list (up to two, and "+N" for the rest).
- Team filter in the Groups list, when there are active teams: shows only the groups of one team.
- Team filter in a group's Add students panel, with a one-step selection of all the team's active members.
- Team (optional) in the new-group wizard and in bulk creation.
Group page
Click a group to open it. The tabs are Overview, Schedule, Teachers and Students. The actions menu (⋯) at the top right has Delete and, for an active group, Extra Session, New event, Reschedule Session and Cancel Session.
Delivery
On the Overview tab, under Basic Information:
| Field | What it does |
|---|---|
| Default delivery | In person, Online or Hybrid. It is the default for the group's sessions |
| Meeting link | Shown when delivery is not "In person". It must start with https:// |
For online and hybrid sessions that have a link, students and parents see the Join the lesson button from 30 minutes before the start until the end of the session. Each session can be changed individually from the Calendar.
Grading scale
On the Overview tab the Grading scale card may appear. The card exists only if Paideus support has enabled a separate scale per course for your school.
- The card shows "School default (Στα 20)" or, if the course has its own scale, "Current: Στα 100".
- In "Course scale" you choose a scale, e.g. Στα 20 (out of 20, pass mark 10), Στα 100 (out of 100, pass mark 50) or Επίπεδα A1–C2 (levels A1–C2). The scale names are shown in Greek.
- Changing it asks for confirmation: "Columns that already have grades keep their current scale. New columns will use the new scale." Click Confirm.
- Reset to default (when the course has its own scale) puts the course back on the school's scale. Here too, columns that already have grades keep their current scale.
Schedule and teachers
On the Schedule tab you add and change sessions with the Add Session button (labelled «Προσθήκη Συνεδρίας» on the group page) and save each change with Save. The same applies in the new-group wizard and in bulk creation.
| Topic | What you see |
|---|---|
| Choosing a teacher | A teacher who cannot take the session is shown with the reason: "Already teaching another class" (or "Other class: name"), "Outside working hours", "Over weekly hours", "On leave", "Inactive" or "Unavailable" |
| Conflict | Save is not available and the hint says "Resolve the conflict before saving". For a room, the message names it: "Room X is already booked for this time". On an existing session the conflict blocks when you change the day, time or teacher |
| Deleting a session | If the teacher has no other session, the warning says "This also removes from the group: … (no other session left)". If an active group would be left without a teacher, deleting is blocked: "Cannot remove: the active group would be left without a teacher. Assign a session to another teacher first." |
New event
From the actions menu (⋯) of an active group, New event creates an exam or a general event on the calendar for the group. See the Calendar page.
Extra sessions
An extra session is a one-off meeting outside the weekly timetable. It does not change the group's recurring hours.
| Type | When to use it |
|---|---|
| Makeup | Replaces a cancelled lesson |
| Extra session | Additional lesson outside the schedule |
Where to add it (active groups only):
- From group details: actions menu (⋯) → Extra Session.
- From the Calendar: New menu → Extra Session, or an empty time slot.
Fill in a future date, start/end time, room (optional), teacher, and a reason (at least 5 characters). The system checks teacher availability. Notifications go to students, parents, and the teacher.
On the group's schedule tab, Extra Sessions lists upcoming and past meetings. You can Remove an upcoming extra session (this cannot be undone). Past sessions cannot be removed.
Extra sessions also appear on teacher, student, and parent calendars.
From an active group's details, Attendance opens the same recording form as the Attendance page — including for groups without an assigned teacher.
Class Capacity
Each group's capacity level is calculated dynamically by comparing the number of enrolled students against the classroom size or pedagogical limit:
| Capacity State | Badge Color | Meaning |
|---|---|---|
| Healthy | Green | The group has an optimal number of students (available open seats). |
| Warning | Orange | The group is approaching its maximum student limit. |
| Overloaded | Red | Enrolled students exceed safety or pedagogical capacity limits. |
Multiple teachers in one group
A group can have more than one teacher, either for team teaching or with different teachers per time slot (e.g., Monday with Teacher A, Wednesday with Teacher B).
| View | What you see in the Teacher column / card |
|---|---|
| Compact (default) | Primary teacher plus a +N teachers badge; click the badge for the full list with roles (Main, Assistant) |
| Detailed | All teachers with name and role, without extra clicks |
Teacher filter: When you filter by teacher, groups where that teacher is assigned still appear — even if they only teach part of the schedule. The same applies on the Calendar: with an active teacher filter you see only that teacher's slots, not the full group timetable.
Groups table and cards
The table (or grid cards) displays the following:
- Group Name: The code or name of the class (e.g., English B2 - Class A).
- Teacher: One or more assigned educators (see above for multi-teacher display).
- Students: Enrolled student count against maximum capacity (e.g., 7/10).
- Schedule: Weekly class days and times (e.g., Monday & Wednesday 16:00 - 17:30).
- Room: The physical or virtual classroom assigned.
- Capacity: A color-coded status badge indicating occupancy level (Green, Orange, Red).
- Actions: Links to view group details, modify the schedule, or delete.
When a group status becomes "Overloaded", a warning banner is shown on the admin Dashboard so you can quickly relocate students or assign a larger room.