Year transition users and groups (no automatic sync)

At the end of one school year and the start of a new one, there are several steps that need to be completed before new groups of students can begin.

We recommend following the steps in the order listed below. If you have any doubts, feel free to contact the Simulise helpdesk.

Groups and users - year transition

1. Copy the group structure as it currently exists for the classes. If the structure is organized under a school year (e.g., (year)-(year)), the entire structure under this group can be copied at once.

Tip: Ensure you don’t copy from the highest level, as this will also include any previously archived groups.

2. Add new groups as needed, such as new classes, and remove any classes/groups that are no longer active.
3. Archive the old group structure. The groups and their members will be frozen and can no longer be modified.
4. Import new students and new teachers via an import file. This file can also include current students with their new groups.

Students who are still part of the old group structure but are no longer in the new group structure will be assigned the status Without group. These will be the school leavers, whom you can now easily locate and either delete or mark as Alumni.

Actions for Schools After Linking Users and Groups (Year Transition)

• Using locations? Ensure that the new groups are linked to the correct location.
• Not all groups can log in? Make sure that the groups needing access to Simulise are granted access again.
• Grant deans, mentors, or other users access to the new groups where they need to distribute teaching materials. Learn here how to link users to all groups.
• Assign new teachers the correct permissions in Simulise.