{"id":2183,"date":"2021-08-25T15:53:10","date_gmt":"2021-08-25T14:53:10","guid":{"rendered":"https:\/\/digi-ed.uk\/support\/?post_type=ht_kb&#038;p=2183"},"modified":"2024-09-06T14:22:22","modified_gmt":"2024-09-06T13:22:22","slug":"creating-groups-and-assigning-members-in-form2","status":"publish","type":"ht_kb","link":"https:\/\/digi-ed.uk\/support\/article\/creating-groups-and-assigning-members-in-form2\/","title":{"rendered":"Creating groups and assigning members in SparkForms"},"content":{"rendered":"\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Form2 - Creating a group\" width=\"1200\" height=\"900\" src=\"https:\/\/www.youtube.com\/embed\/SV0IF8rcsOI?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><figcaption class=\"wp-element-caption\">Since recording this video, we have transitioned from Form2 to SparkForms as our provider. The software interface and processes remain the same despite this change.<\/figcaption><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Overview<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Why we are using groups in SparkForms. SparkForms groups are required to allow students, admin and tutors to view different forms or dashboards, related to that group. If a form has no group(s), no one can access the form unless via a web-link. By using groups we can control who can access the forms.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Every year for the new year 1s, a new group will be needed. Every year the forms will need the groups to be changed. Students that are repeating will need to be moved into the lower year group.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">The naming protocol<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The naming protocol used for each group features the programme (e.g. BMBS\/BDS\/BDTH\/PA) and the year the students started. For example \u2018BMBS 2019\/20\u2019<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>On the left-hand panel select Groups.<\/li>\n\n\n\n<li>Select the green button \u2018Create group\u2019.<\/li>\n\n\n\n<li>Enter the groups name in the \u2018Title\u2019 field. Note: The Title should reflect the programme and the year the students started or the associated group such as admin\/tutors etc. If you are unsure about naming groups, please see Naming protocols<\/li>\n\n\n\n<li>The Parent holds all the student within that school, if you are unsure leave this as (None), it can be changed later.<\/li>\n\n\n\n<li>The Owner, select your team (Not yourself).<\/li>\n\n\n\n<li>Click &#8216;Save&#8217; to create the new group<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">Assigning members to a group<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Before adding members, the members should already be added as users. New users can be allocated to groups when first been added.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Having made the group, to add members:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Select the Green button \u2018Bulk assign members\u2019<\/li>\n\n\n\n<li>In the Users panel, enter the university email address of each user to add to the group.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon is-style-alert\"><em>Usernames will not work.<\/em><\/p>\n\n\n\n<ol start=\"3\" class=\"wp-block-list\">\n<li>Ensure each email address is on a new line.<\/li>\n\n\n\n<li>Select Assign.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon is-style-info\"><em>You can also use this method to assign a single user to a group.<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Form2 groups are required to allow students, admin and tutors to view different forms or dashboards, related to that group. This article will show you how.<\/p>\n","protected":false},"author":1,"comment_status":"closed","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht-kb-category":[66],"ht-kb-tag":[176,185,112],"class_list":["post-2183","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-sparkforms","ht_kb_tag-assign","ht_kb_tag-create","ht_kb_tag-groups"],"jetpack_sharing_enabled":true,"_links":{"self":[{"href":"https:\/\/digi-ed.uk\/support\/wp-json\/wp\/v2\/ht-kb\/2183","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/digi-ed.uk\/support\/wp-json\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/digi-ed.uk\/support\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/digi-ed.uk\/support\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/digi-ed.uk\/support\/wp-json\/wp\/v2\/comments?post=2183"}],"version-history":[{"count":4,"href":"https:\/\/digi-ed.uk\/support\/wp-json\/wp\/v2\/ht-kb\/2183\/revisions"}],"predecessor-version":[{"id":6919,"href":"https:\/\/digi-ed.uk\/support\/wp-json\/wp\/v2\/ht-kb\/2183\/revisions\/6919"}],"wp:attachment":[{"href":"https:\/\/digi-ed.uk\/support\/wp-json\/wp\/v2\/media?parent=2183"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/digi-ed.uk\/support\/wp-json\/wp\/v2\/ht-kb-category?post=2183"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/digi-ed.uk\/support\/wp-json\/wp\/v2\/ht-kb-tag?post=2183"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}