If rather than an individual Session, you need to make changes to a set of Sessions, you should use the Bulk Edit screen. This allows you to select multiple Sessions to update at once accordingly.
Accessing Bulk Edit for Sessions
In order to start bulk editing, you should locate the first Session you want to change going forward.
For example, if you are part way through your academic year and you need to change the location of a Session, locate the first timetabled Session where that location change will occur. If you have not yet started the next academic year, you should locate the first timetabled Session you need to change for that year.
Navigate to Sessions -> Session Manager, then use the date and filters to locate your Session in the list below. Once you have found the relevant one, click on Action -> Bulk Edit to open the Bulk Edit screen for that Session.
Bulk Edit screen layout
The Bulk Edit screen is split into 5 tabs:
| Tab | Description |
|---|---|
| Session Details | Use this tab to change the details of the Session itself such as Time, Subject, Location, Leader etc. |
| Staff | Use this tab to make Staff changes to the Session. |
| Learners | Use this tab to make Learner changes to the Session. |
| 1:1 | Use this tab to change 1:1 associations for Staff - Learners. |
| Confirmation | This tab will display the list of Sessions that will be affected before you confirm making the changes. |
Important You only make changes to the Session via one tab/action at a time. For example, you cannot change details, Staff and Learners all at once, you will need to change details and confirm, change Staff and confirm, etc.
Setting the criteria
At the top of the Bulk Edit screen, you can see the general details of the Session you selected. On the right hand side you select the Criteria as to how you want to capture additional Sessions to change.
| Field | Description |
|---|---|
| Apply within range | By default this is set to Selected Day. This means that it will only look for similar Sessions on the same day i.e. Monday. You can change this to check for weekdays, weekends or the whole week. |
| From | Start date to check similar Sessions from. |
| To | End date to stop checking similar Sessions. |
| Hold | By default, both From/To dates will be the same as the Session date. If you tick hold, the next time you come to the Bulk Edit screen it will set the From/To to whatever you previously selected, |
| Weeks | If you are using Session weeks, enter the number of the week you want to check. |
Editing Session Details
Click on the Session Details tab. To change any of the details for the Session, tick the box next to the field you want to change, and select/enter the new value accordingly.
When you have finished, click the blue Apply Changes to all Sessions in Range button and you will be taken to the Confirmation tab. Go to the Confirming Changes section to continue.
Editing Session Comments
Click on the Session Details tab. At the bottom under Session Comments, enter the comments you want, then set if you want to append the original comments with the new ones or replace them instead.
When you have finished, click the blue Update Session Comments button and you will be taken to the Confirmation tab. Go to the Confirming Changes section to continue.
Deleting Sessions
Click on the Session Details tab. On the right hand side click the red Delete Sessions in Range and you will be taken to the Confirmation tab. Go to the Confirming Changes section to continue.
Adding / Updating Staff
Click on the Staff tab. Find the relevant Staff to add or update on the left hand side using the filters as required. When you have found the Staff you want, click on the arrow icon to move them across.
After they have moved across, you can modify their individual time using the clock icon.
When you have finished, click the blue Add/Update selected Staff button and you will be taken to the Confirmation tab. Go to the Confirming Changes section to continue.
Removing Staff
Click on the Staff tab. Find the relevant Staff to add or update on the left hand side using the filters as required. When you have found the Staff you want, click on the arrow icon to move them across.
When you have finished selecting Staff you want to remove, click the red Delete selected Staff button and you will be taken to the Confirmation tab. Go to the Confirming Changes section to continue.
Updating / Removing Secondary Leader
Click on the Staff tab. Under the Leaders section, select the relevant Staff you want to update or remove in the Secondary Leader dropdown.
Next, select either Make Secondary Leader or Cancel Secondary Leader accordingly. You will be taken to the Confirmation tab, go to Confirming Changes section to continue.
Updating / Removing Cover Leader
Click on the Staff tab. Under the Leaders section, select the relevant Staff you want to update or remove in the Cover Leader dropdown.
Next, select either Make Cover Leader or Cancel Cover Leader accordingly. You will be taken to the Confirmation tab, go to Confirming Changes section to continue.
Adding / Updating Learners
Click on the Learners tab. Find the relevant Learner(s) to add or update on the left hand side using the filters as required. When you have found the Learner(s) you want, click on the arrow icon to move them across.
After they have moved across, you can modify their individual time using the clock icon, modify their individual Subject/Location using the edit icon, or add/update Timetable Notes.
When you have finished, click the blue Add/Update selected Learners button and you will be taken to the Confirmation tab. Go to the Confirming Changes section to continue.
Removing Learners
Click on the Learners tab. Find the relevant Learner(s) to add or update on the left hand side using the filters as required. When you have found the Learner(s) you want, click on the arrow icon to move them across.
When you have finished selecting Learner(s) you want to remove, click the red Delete selected Learners button and you will be taken to the Confirmation tab. Go to the Confirming Changes section to continue.
Updating 1:1 Links
Click on the 1:1 tab. This tab will display the current setup of 1:1 links for the Session you initially selected.
Select any 1:1 links you need click the blue Update 1:1 button and you will be taken to the Confirmation tab. Go to the Confirming Changes section to continue.
Confirming Changes
From the options above you should have been taken to the Confirmation tab automatically. DO NOT click on this tab yourself to finish, use on the blue/red action buttons as mentioned.
Once you are on the Confirmation tab, it will automatically display a list of the Sessions it should be linked to or are similar enough to match.
Important If you cannot see Sessions you expect, try using the ignore options on the right hand side and clicking Refresh. For example, if similar Sessions have no Leader attached you should click to ignore Leader or none of them will appear
By default, all the Sessions in the list will have the 'Update' field next to them ticked, meaning all of them will be modified accordingly to your selected changes. You can untick any you do not wish to affect.
When you are satisfied with your changes and the Sessions that will be updated click on the blue Update Sessions and Databridge will amend the Sessions accordingly.
Tip Whilst not necessary, we recommend using the Check for Clashes option prior to finishing, to ensure the changes you make will not impact with other live Sessions
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