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Last Updated: 9/16/14

Promote Students

How you promote students will depend on whether you administrate your students based on the Age Group field (which is the usual recommendation) or based on assigned Small Groups. In some ministries, it may be a combination of the two. Here are instructions for each:

Promote students based on Age Groups

From Home Page - Options, select the Data Entry Helps tab. On the upper right side of the Data Entry Helps screen there is section entitled Age Groups/ Grade Levels. To promote students to the next level, click the button that says "Advance..."

You can find more information on the Data Entry Helps page. 

 

Promote students in age-level based Small Groups

We understand this can be a confusing process trying to move your kids to the next grade level small group.  We hope these instructions clarify the process for you. 

Note: This does not replace nor is it the same as promoting your age groups which needs to be done yearly to make sure your children are in the appropriate age group based on their birth date and grade level.  Promoting your age groups is done from Elexio Database Home Page – Options – Data Entry Helps.

You will be using a person’s previous group involvement as your criteria to add them to a new group.  Once you have added them to their new group you have to give them an “inactive” status for the group they are no longer involved with.  This has to be done in a specific order because people who are inactive from a group can’t be selected through the Group Action Wizard (GAW) to be added to a new group (using the group involvement as the criteria).

 

There are several ways to inactivate a person from a group.

  1. People – Involvement screen, manually uncheck the specific small group active box
  2. Administration – Groups, manually uncheck each active box
  3. Administration – Groups, inactivate the entire group. 
    1. You can inactivate everyone in the group all at once by changing the group’s status from “active” to “inactive” at which point you will be asked if you want everyone in the group marked inactive – say yes. 
    2. Once everyone has been changed to inactive you need to change the group status back to “active” so that you can continue to add the new people to this group.  When you change the group status back to active you will be asked if you want the group members to be active as well – say no.

 

The following steps have to be followed in order if you are going to use the Group Action Wizard (GAW) to add people to a group based on their current group involvement.

  1. Open the GAW
  2. In section 1, select the group and enter the group details for the group  that you are adding people into
  3. In section 2, select the criteria of the group that the people are currently involved with (use the search by criteria – Include the people in these groups).
  4. Section 3 should show you all the people who are in the current group you selected in section 2.
  5. Section 4 should be empty because you have already marked the people who are no longer in the group as inactive after you added them to their new group.
  6. Click the “Select All” button at the bottom of section 3 to move the list of people to section 4 thus adding them to the group that is outlined in section 1.  You can also click on the individual arrows next to each name if you only want to add specific people to the new group.

 

An overview of how to move kids to the next age level small group

  1. You want to start with your highest ranking small group when it comes to moving kids to the next grade level small group.  For example start with your 12th grade small group members because they are no longer in your children’s small groups.
  2. Choose one of the options above to inactivate all the kids from the 12th grade small group who will no longer be attending.
  3. Use the GAW to add your 11th grade small group kids to the 12thgrade small group
    1. Section 1: 12th grade small group details
    2. Section 2: 11th grade small group criteria
    3. Section 3: click the “select all” button to add your 11th grade small group members to the 12th grade small group.
    4. Section 4: lists all the current kids in the 12th grade small group
    5. Click Save

 

Note:  You have not moved the kids from the 11th grade small group to the 12th grade small group.  You have only used the 11th grade small group involvement to add them to the 12th grade small group.  Those kids are still active members of the 11th grade small group.

 

Now start the process over by inactivating the 11th grade small group members so you are ready to add the 10th grade small group kids to the 11th grade small group.

 

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