DB End of Year Admin
Did you know DB Primary can integrate with your school SIMS to automate the management of your user accounts?
Contact the support team for more details!
Contact Support:
03334 559424 / support@neweraed.co.uk
At the end of the school year some DB Primary "housekeeping" will be needed to get your accounts in order and get your communities ready for the new school year.
1. School Leavers
Your first step should be to remove users that have left the school. These pupils can be marked as ‘Leavers’ or deleted from accounts list.
- Access the school administration area via the Admin toolbox on your DB Primary homepage.
- Find any users listed under the ‘Accounts’ tab which have left the school and tick the box beside their name.
- Now choose to either ‘Leave’ or ‘Delete’ depending on your preference. These options are available along the top of the ‘Accounts’ tab.
Leaver accounts will be deactivated and moved to a special Leavers folder.
2. Moving Pupils into New Group Folders
Pupils can be moved using three different methods. Choose a method which you are most comfortable with.
Method 1: Renaming Group Folders
This method is ideal when pupils are all moving up together in the same groups.
- Ensure all leavers have been removed and then delete the empty group folder(s). Click on [Actions] beside the folder and choose ‘Delete’ from the menu:
- Now rename the groups starting with the oldest year group and work your way backwards. Click on [Actions] beside the folder and choose ‘Rename’ to give the group a new name.
Method 2: End of Year Rollover Tool
DB Primary has a handy built in rollover tool to progress pupils' into their new group folders.
Click here for help on how to use the End of Year Rollover tool.
If you would prefer to work with spreadsheets, rather than our rollover tool you can follow this method.
- Access the school administration area via the Admin toolbox on your homepage.
- Click [Actions] beside the ‘Pupil Accounts’ group folder.
- Choose ‘Export Accounts’ from the pop out to download a spreadsheet of pupil accounts.
- Organise the spreadsheet into ‘Group’ order using a filter
- Under the 'Group' column, update the group name in each cell.
- When done, save the spreadsheet and import via the ‘Import’ button along the top of the 'Accounts' tab.
If the pupils' are moving up from KS1 to KS2 we also recommend updating the "Theme" column values are updated from ‘Starter’ to ‘Improver’.
3. Creating New Accounts
Once your existing pupils' have been created, you can create accounts for your new intake. Click here for instructions and a video.
4. Communities
Once your accounts are in order, we recommend that any communities not required for the new year are either archived, or deleted.
To archive communities in bulk, you must be logged in to the superadmin account.
- Click on the red administration tool box found on the superadmin homepage and select the 'Communities' tab.
- Tick the box beside all communities you would like to archive, and then click on 'Archive' button at the top of the page.
A number of rollover options are then presented. Please read the options carefully and proceed as required.
Watch the help video below for guidance (No audio)
Single communities can be archived by staff users via community administration. Community administration cogs are found in the top right hand corner of the community homepage.
If you are an MIS integration customer...
We recommend that the class communities created automatically by DB Primary are archived and that the pupils are removed.
DB Primary will then create new class communities and give membership to the staff and pupils automatically when the next export runs.
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