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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 today

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Understanding Classes vs Groups

  • Class – Each child can belong to only one Class. This is their primary grouping.

  • Group – Children can belong to multiple Groups. Use for flexible groupings beyond Classes.

Classes are the main way to group child profiles on Educa—often by room, age group, or teaching team. They help structure your site and manage privacy by limiting which teachers can view certain children.

Groups offer another way to organise profiles and can include children from different Classes.

Some examples of groups for children

  • Days of attendance – e.g. “Monday group,” “Tuesday group” for part-time children

  • Age bands – e.g. “Infants,” “Toddlers,” “Preschoolers”

  • Special activities – e.g. music, movement, or sports sessions

  • Additional support needs – e.g. speech and language support, extra learning help

  • Interests and play themes – e.g. “Nature explorers,” “Art makers”

  • Centre events – e.g. “Excursion group,” “Celebration group”

Create a New Class or Group

  1. Go to Children > Classes & Groups.

  2. Choose 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.

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 children already in another Class.

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

  4. Click Assign, then Save.

Update an Existing Class

  1. Select the Class to update from the Classes tab.

  2. You can:

    • Change the Class name

    • Add or remove teachers

    • Add or remove children

  3. Click Save to apply changes.

Reorder Classes - To change the order Classes appear on the All Children page, drag and drop them within the left-hand menu of the Classes tab. This updates the display order for that page without affecting which children are in each Class.

Archive All children in a Class

  1. Go to the Class you wish to archive.

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

Note: Children missing required details cannot be archived. If prompted, click the child’s name to edit their profile and complete the missing fields.

Note: Archiving works in the background and can take a few minutes. If the profiles are still showing in All Children, give it a moment, then refresh the page to see the update.

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