"Student Groups" and "Teams" in Consent2Go can be automatically populated from Synergetic.
This feature is available to schools that use Synergetic, and have the connector set up between Synergetic and Consent2Go.
The system can be configured to create and populate Teams or Student Groups in Consent2Go, based on information that is contained in Synergetic, including (but not limited to):
- Class enrolments
- Subject enrolments (e.g. all students enrolled in subjects with particular assessment codes)
- Class enrolments by Learning Area (e.g. you could have a group for all students enrolled in classes with Learning Area "Languages")
- Named Tag Lists
- Custom Synergetic User Forms / User Tables
- Custom Synergetic Query
Once Group and Team syncing is set up, the relevant groups and teams will be kept up-to-date every time the sync runs.
Any new group or team defined in Synergetic will automatically be created as a group or team in Consent2Go. If a person is added to or removed from a group or team in Synergetic, then that will also be reflected in Consent2Go.
If all members of a group or team are removed in Synergetic, then when the sync runs, that group or team will be deleted in Consent2Go. (If a group was ever used for an event, it will be archived, instead of deleted).
One thing to note, is that even if Group and Team syncing is set up, you can still continue to manually create groups and teams in Consent2Go. These will just not be synced with Synergetic.
Setting up Student Group and Team Syncing
Please contact Consent2Go Support if you would like to discuss arranging this for your school. These are the steps to get this set up:
- Define the requirements (School)
- Customise the Synergetic database view "uvC2GStudentGroupsDetail" (Consent2Go or School)
- Turn on the Student Group schedule (Consent2Go)
Adding Staff to Teams
The syncing will not add staff members to teams. But you can manually add staff to teams. These staff will stay attached to the team, and be unaffected by the syncing process. There is no limit on the number of staff you can add to a team.
Adding Staff to Student Groups
Only students can be added to Student Groups. You can't add staff or volunteers. But there is a "Staff Organiser" text field for each Student Group, and you can use the syncing process to populate this with a staff member's name.
The logic for the Teams and Student Groups to be transferred from Synergetic to Consent2Go, is defined in a the Synergetic database view "uvC2GStudentGroupsDetail". This view sits on your Synergetic database, and can be customised for your School.
You can edit the SQL yourself, or Consent2Go can help you with this. (Please note, Consent2Go would be available for fairly standard implementations. But if you have a more complicated scenario at your School, we are happy to offer guidance so you are in a position to implement this yourself)
Here is some background on the columns returned by the view "uvC2GStudentGroupsDetail":
This is the name of the group or team, as you would like it to appear in Consent2Go
‘Year 7 Maths Group X’
This is the description of the group or team, as you would like it to appear in Consent2Go
This determines the icon that appears on the Group or Team, and also determines the category for that Group or Team. For a list of codes, please see the "Codes" tables below.
This is the Synergetic ID of the student who should be added to the group or team.
In the case of teams, it could also be the Synergetic ID of any staff members you would like to be assigned to the team (as long as that staff member exists in Consent2Go, with their “Unique ID” filled in from Synergetic)
This is relevant only for Student Groups (not relevant for Teams). This is just a text field, and is the person responsible for the Student Group. For example, it could be the name of the class teacher, or a list of names. (Bear in mind the varchar size limit)
The “Gender” column indicates the genders for the students in the Student Group or Team
Each Team or Student Group must have a unique identifier, to distinguish it from other automatically created Groups or Teams that your school uses in Consent2Go.
For this column, you could use "SubjectClasses.SubjectClassesSeq" as the unique identifier. (You will need to convert this from a varchar to an integer)
The SubjectClassesSeq works well, because it guarantees that your group will be unique.
Please note: If you have a Synergetic class that spans across mulitiple FileSemesters, then each time the FileSemester changes (and depending on the logic you've implemented), then the old group will be removed (if no current events), and a new group will be created with the new membership for that FileSemester.
If you would like to keep the same Group or Team for multiple FileSemesters, one possibility is to use a string composed from these Synergetic fields (to guarantee your group is unique):
E.g. "MID_A_2022_7AMATHA" (Nb. note the Varchar size limit)
If you take this approach, please ensure that each Team or Group has a unique GroupID
‘G’ (Student Group)
The "Flag" column determines whether a record is for a "Team" or a "Student Group" in Consent2Go. This "Flag" column can be set to either 'G' or 'T'
Testing your changes to "uvC2GStudentGroupsDetail"
You can create a Synergetic report based on "uvC2GStudentGroupsDetail", to be used within your School. This will mean that the structure and membership of your groups can be seen and checked easily by staff at your school, before it syncs across to Consent2Go. When you test this, please check that there is a unique "GroupID" for each Student Group.
The Groups or Teams that you have set up via "uvC2GStudentGroupsDetail" should sync over to Consent2Go overnight. If you find this is not happening, then there are some things that are worth checking:
- Check that each group or team has a unique "GroupID". If there are different groups sharing the same GroupID, then only one of the groups will be visible in Consent2Go
- If you have used the "CurrentSemesterOnlyFlag" value (column from "vStudentClasses") in your view, then there is a possibility it won't work as expected when the sync happens. The "CurrentSemesterOnlyFlag" column returns different results, depending on the user who is running the query. When the "Consent2Go" account runs this view, it may get different results, compared to a staff member at the school. This is because each user has their own default FileYear in Synergetic
- If the view takes to long to run, then it may cause problems for the connector. If this is the case, you will see SQL timeout errors in the log files (on your Consent2Go server, in "C:\Consent2Go\Content\LogFile..."). This may cause the connector to stop
- Check that the Consent2Go account has access to select from this view
Here are the codes used by Consent2Go, for categorising "Student Groups" and "Teams". These codes determine how the team or group is displayed (which icon) and categorised in Consent2Go. (These lists are updated from time to time)
Codes for Student Groups
|4||Humanities and Social Sciences|
|6||Design and Technology|
|24||Vocational Ed. and Training|
|31||Outside School Hours Care|
Codes for Teams (Sport Codes)
|44||Core Body Work|