Manage groups | Analytics & Insights | PowerSchool Learning and Engagement

The updated group management experience has two separate areas:

Groups, which contain students.
User Groups, which contain staff or application users.

You can create groups by searching for records, entering identifiers, or uploading a CSV file. You can also share student groups with users and user groups and give them access permissions.

Manage student groups

Find a student group

Go to Manage Groups.
Select Student Groups.
Use the filters to narrow the list.
To find a specific group, enter its name in the search field.
Select the group to view or manage it.

The options you see on the Student Groups page depend on your permissions.

Create a student group

Go to Manage Groups and select Student Groups.
Select Create Group.
Enter the group details.
Select Save and Continue.

The new group has no members yet. Add students by searching, by entering student IDs, or by uploading a CSV file.

Add students by searching

Create a student group or open an existing one.
Select [Search Students].
Enter the student information in the search fields.
Select the students you want to add.
To review only the students you've selected, select Show selected.
Select Save.

Add students by entering student IDs

Create a student group or open an existing one.
Select [Enter Student IDs].
Paste or enter the student IDs.
Select Validate.
Review the matched and unmatched records.
Correct any unmatched IDs and select Validate again.
Review the selected students.
Select Save.

Valid IDs are selected automatically. Unmatched IDs stay in the list so you can correct them. Your selections are kept when you switch between methods for adding students, but they aren't applied to the group until you select Save.

Upload students to a student group

Prepare the CSV file

Download the CSV template from the upload page. The student template has a single Student ID column.

Before you upload, make sure that:

The file is in CSV format.
The file has no more than 100,000 records.
The file is no larger than 50 MB.
Each row contains a valid student ID.

Duplicate student IDs are removed during validation.

Upload a student list

Create a student group or open an existing one.
Select Student Upload.
If needed, select Download template, enter the student IDs, and save the file in CSV format.
Drag the file to the upload area, or select the upload area and browse to the file.
Select Validate.
Review the validation summary and the matched students.
If there are unmatched records, resolve them. See Resolve unmatched student records.
Select an apply option.
Select Save.

You can upload only one file at a time. If you select another file, it replaces the one currently selected.

Choose how the upload affects the group

When you upload students to an existing group, select one of these options. These options only appear when the group already has members.

Option	Result
Replace current [group type]	Replaces the group's current members with the validated students in the file.
Add to current [group type]	Keeps the current members and adds the new, validated students from the file. Students who are already members are ignored.

The Replace current students option is selected by default. Check your choice before you Save. These options apply only to CSV uploads.

Resolve unmatched student records

After validation, the page shows the number of matched, unmatched, and duplicate records.

Select [Download unmatched records].
Open the downloaded file and review the incorrect or unrecognized student IDs.
Correct the source CSV file.
Upload the corrected file and select Validate again.
Confirm that the corrected students appear in the matched list.
Select Save.

Duplicate IDs are counted only once and are removed from the validated selection.

Delete a student group

You can delete a student group if you own it or have Collaborative permission.

Go to Manage Groups and select Student Groups.
Find the group.
Select Delete.
Confirm the deletion.

Sharing lets other users or user groups access a student group.

Go to Manage Groups and select Student Groups.
Find the group and select Share.
Search for the user group.
Select a permission for the group.
Repeat steps 3 and 4 for any other user groups.
Select Save.

The sharing page shows how many user groups you've selected. Use the filters to show groups you created or groups that already have access.

Open the sharing settings for the student group.
Go to [Individual Users].
Search for the user.
Assign a permission.
Repeat steps 3 and 4 for any other users.
Select Save.

To remove a user's access, go back to the sharing settings and change or remove their permission.

Permission	Access
Read only	Can view the group but can't edit or delete it. [Confirm: can still use the group to filter dashboards.]
Edit	Can edit details and members, but cannot delete the group or switch it between private and public.
Collaborative	Can edit the group and its members and can delete the group.

The actions available to a user depend on the permission assigned to them or their user group.

If the user group you need doesn't exist, you can create it without leaving the sharing workflow.

Open the sharing settings for the student group.
Select [Create User Group].
Enter the user group name.
Add users by searching for them or uploading a user list.
1. Prepare the CSV file
  
  Download the CSV template from the upload page. The user template has two columns: District code and Username.
  
  Before you upload, make sure that:
  - The file is a .csv file. Other file types aren't accepted.
  - The file has no more than 1,000 records.
  - The file is no larger than 50 MB.
Select Save to create the user group.
Assign a sharing permission to the new group.
Select Save again to apply the sharing settings.

Manage user groups

User groups let you organize staff or application users so you can share student groups with them.

View user groups

Go to Manage Groups and select User Groups.
Search for a group or use the filters.
Select a group to view its details.

For each group, the list shows:

The number of users
The number of associated student groups
When it was last modified
Edit and delete actions, depending on your permission

Create a user group by searching for users

Go to Manage Groups and select User Groups.
Select Create Group.
Enter the user group name.
Select [Search Users].
Search for and select the users you want to add.
Review the selected users.
Select Save.

Create a user group by uploading users

Go to Manage Groups and select User Groups.
Select Create Group and enter the user group name.
Select Upload User List.
Download the CSV template.
Format the identifier columns as text, then add the user information.
Save the file in CSV format.
Drag the file to the upload area, or browse to the file and select it.
Select Validate.
Review the matched and unmatched users. If needed, correct the unmatched records and upload the file again.
Select an apply option.
Select Save.

User CSV requirements

The user CSV template includes the identifiers used to match users:

District code
Username

The file is validated against existing user records, so make sure the district code and username are correct.

Important: In Microsoft Excel, format the identifier columns as Text before you enter or paste values. Otherwise, Excel may convert long identifiers to scientific notation (for example, 3.526E+19), and those values won't match during validation.

Update a user group with a CSV file

Open the user group.
Select [Upload User List].
Upload and validate the CSV file.
Select an option:
- Replace replaces all current members with the users in the file.
- Add keeps the current members and adds the new users from the file.
Review the matched users.
Select Save.

Add never removes existing members.

Remove a user from a user group

To remove one or a few users, update the members manually rather than uploading a replacement file.

Open the user group.
Show the selected users.
Search for the user you want to remove.
Clear the user's selection.
Select Save.

Note: Uploading a CSV file with Replace replaces all of the group's members. Do not use it to remove just one user.

Delete a user group

You can delete a user group if you own it or have Collaborative permission.

Deleting a user group removes any sharing that depends on it.

Go to Manage Groups and select User Groups.
Find the group.
Select Delete.
Confirm the deletion.

Users with Edit permission can change the group but cannot delete it. Users with Read only permission can only view it.