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38. How to Create Classes for the New Academic Year in TrackAble

Before starting a new school year, it’s important to ensure your classes (known as "groups" in TrackAble) are set up correctly. This ensures that assessment, reporting, and user access function smoothly. TrackAble uses three different class types: Tutor Groups, Teaching Groups and Ad-Hoc Groups. Each serves a different purpose and must be set up appropriately for your school’s structure.

Understanding Class Types in TrackAble

1. Tutor Groups (Most Important)

Tutor Groups are essential because every pupil must belong to exactly one Tutor Group.
Many TrackAble features—including reporting, assessments, and progression—depend on this.

Tutor Groups are linked directly to a pupil’s record.

How to Create Tutor Groups

  1. Go to Admin > Lists > Classes.

  2. Click Add Class.

  3. Enter the class name.

  4. In Group Type, select Tutor Group.

  5. Click Save.

How to Move Pupils into Their New Tutor Groups

You must update Tutor Group allocations within each pupil’s record:

  1. Go to Admin > Pupils.

  2. Click Edit next to the pupil who needs updating.

  3. Choose the new Tutor Group from the dropdown list.

  4. Click Save.

Important:
Only Tutor Groups appear in the dropdown within a pupil record.
Teaching Groups and Ad-Hoc Groups do not appear here.

 

2. Teaching Groups

Teaching Groups are used when teachers teach pupils from different Tutor Groups—typically for subject-specific groupings.

Example

A teacher runs an after-school maths group with pupils from several Tutor Groups.
Instead of giving the teacher access to all those Tutor Groups, you can create one Teaching Group containing only the relevant pupils.

How to Create a Teaching Group

  1. Go to Admin > Lists > Classes.

  2. Click Add Class.

  3. Name your group (e.g., “After School Maths”).

  4. Select Teaching Group as the Group Type.

  5. Add pupils by typing the first three letters of their name.

  6. Add the relevant subjects (e.g., Maths) in the Subjects field.

  7. Click Save.

 

3. Ad-Hoc Groups

Ad-Hoc Groups are temporary or seasonal groups, such as swimming classes or intervention sessions.

Example

If swimming only takes place in the summer term, create an Ad-Hoc group with the relevant pupils and assign the subject "Swimming."

How to Create an Ad-Hoc Group

  1. Go to Admin > Lists > Classes.

  2. Click Add Class.

  3. Choose Ad-Hoc Group as the Group Type.

  4. Add pupils by typing their names.

  5. Add subjects by typing into the Subjects field.

  6. Click Save.

 

Self-Service Tips & Common Issues

✔ Tutor Groups not appearing when editing pupils?

Only Tutor Groups show in the pupil record. Teaching and Ad-Hoc groups are added separately.

✔ Teacher not seeing their class?

Check:

  • The class exists

  • Pupils are added

  • Subjects are added

  • The class is allocated to the teacher in Admin > Users

✔ New academic year setup taking too long?

Use the Pupil Report Bulk Update method instead—trackable can help upload class changes if sent in the correct format.
(Contact: support@trackable.org.uk)

 

Need Further Assistance?

If you need help creating new classes or planning your academic year setup, contact:
support@trackable.org.uk