You can move tutor groups to the next year automatically using our automated import method or a CSV. If you are not able to use either of these methods, a manual 'Move Tutor Group' option is available from within the library system.
The 'Move Tutor Group' feature allows you to move all borrowers up to the next year and group. It is also possible to use this method to remove leaver groups.
Please note it is not possible to use this process for vertical tutor groups (groups of mixed years) or to merge groups together.
Another option which may be easier, is to simply edit the name of each group.
Modifying Each Group
Before the groups can be moved, it is important to mark all the groups that are to be moved first.
Log into your library system and click 'Manage Library' or 'Librarian Only'.
Click 'Tutor Groups' in the left-hand menu. Alternatively, click 'Database' in the top menu and click 'Tutor Groups'.
Click on the appropriate record and then click 'Edit'.
The tutor group's record card will open displaying the information that is currently stored for that group.
Click on the 'Move To' tab. By default the 'Ignore' option will be selected.
To select a new group to move the current group to, select the 'Move To' option and enter the new 'Year' and 'Group Name' into the appropriate boxes.
If the group is no longer needed (if all borrowers in that group have left) select the 'Leavers' option. The group (and all belonging borrowers) will be moved to the recycle bin later on in the process.
Click 'Save' to retain the changes.
Repeat this process for all groups that are to be moved. If any groups are left set to 'Ignore' then the 'Move Tutor Groups' process will have no effect on them.
Moving Tutor Groups
Once each group has been set to 'Move To', 'Leavers' or 'Ignore', a process can be run that carries this move out.
From the Tutor Groups table, you can do a final check that all groups are being moved to the correct new group and everything is configured correctly.
'Move to Mode' - Indicates whether a group is to be moved. If this is empty, this means that the group is not being moved.
'Move to Name' - Shows the name of the group the current group is being moved to.
'Move to Year Group' - Displays the year group the current group is being moved to.
Once confirmed, select 'Move Tutor Groups' on the menu on the right.
Click 'Yes' on the prompt only if you are sure, it is not possible to reverse these changes once they have been committed.
The groups will then be changed to their new names and years. All borrowers belonging to the moved groups will also be changed immediately to their new group names.
Once all of your current borrowers are in the correct years, you will need to create any new tutor groups and add new borrowers.