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Class Management - Add, Move and Archive Children

How to group children into Classes and Groups, move them, or archive them as they leave.

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Written by Educa
Updated this week

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Understanding Classes vs Groups

  • Classes are the primary way to organise child profiles. Each child can belong to only one Class. They structure your site, often by room, age group, or teaching team. Classes also manage privacy, limiting which teachers can view certain children.

  • Groups are more flexible. They can include children from different Classes, allowing you to set up additional arrangements such as:

    • Days of attendance (e.g. “Monday group”)

    • Activities (e.g. music, movement)

    • Support needs (e.g. speech and language support)

    • Interests and themes (e.g. “Nature explorers”)

    • Centre events (e.g. “Excursion group”)

Create a Class or Group

  1. Go to Children > Classes & Groups.

  2. Select the Classes tab to add a Class, or the Groups tab to add a Group.

  3. Click + Add Class or + Add Group.

  4. Enter a name, assign teacher(s), and add children.

  5. Click Save.

GIF showing how to select the Classes & Groups tab, select Groups and using the +Group button to create a new Group

Add or Move Children Between Classes

  1. On the Classes tab, select the Class you want to manage.

  2. Use filters to find unassigned children or those already in another Class.

  3. Tick the boxes beside the children you want to move.

  4. Click Assign, then Save.

GIF showing the Classes tab with children selected and the Assign button clicked to move them into a Class.

Update or Reorder Classes

  • To update a Class:

    1. Select the Class on the Classes tab.

    2. Change the Class name, add or remove teachers, or add/remove children.

    3. Click Save to apply changes.

  • To reorder Classes:

    • On the Classes tab, drag and drop Classes in the left-hand menu. This changes their display order on the All Children page but does not affect which children are in each Class.

Archive All Children in a Class

If an entire Class of children is leaving (e.g. end of term), you can archive them together:

  1. Click the name of the Class you want to archive.

  2. Click Archive All at the bottom of the Class profiles.

  3. Click Confirm.

  4. The profiles will archive in the background. They may still show as active until the process is complete.

Important: Children missing required details cannot be archived. If prompted, click the child’s name to complete their profile before archiving.

GIF showing the Archive All button at the bottom of a Class list, followed by a confirmation prompt to archive all children in that Class.

Note: Archiving works in the background and may take a few minutes. Refresh the page to see the update.

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