Requirements
An Administrator account
A list of students you want to add to VCE™, including their:
Name
Email address
An understanding of how you want to organise students, for example by cohort, year group, module, placement block, or teaching group
Why create groups?
Groups allow you to organise students before you start scheduling VCE™ sessions.
Instead of adding students individually every time you create a session, you can select an existing group when inviting learners. This is particularly useful when the same cohort or teaching group will participate in multiple clinical experiences.
Groups also help Administrators keep an organised overview of learners and their participation in VCE™ activities.
Add students to your organisation
Log in to your Administrator account.
Open the Students section from your dashboard.
Select the option to add or upload students.
Add the students you want to include in your organisation.
Depending on the number of students, you can add students individually or upload multiple students using a CSV file.
When uploading students, make sure that each student is associated with the correct email address. Students should use this same email address when creating or accessing their VCE™ account.
Important note: Using the correct email address is important. VCE™ uses the student's email address to connect their account, invitations and participation records.
Create a group
Once your students have been added to the organisation, you can organise them into groups.
Go to the Students section.
Open Groups.
Select Create group.
Enter a clear name for the group.
Select the students you want to include.
Save the group.
Use group names that will still make sense when scheduling sessions later. For example:
Year 2 – Group A
GP Block 1
September Cohort
Adult Nursing – Group 3
Add students to a group
When creating or editing a group, select the students who should belong to that group.
A student can be organised into the relevant teaching or cohort groups used by your organisation.
Before saving, check that the correct students have been selected.
Edit an existing group
You can update a group if your cohort or teaching arrangements change.
Go to Students and open Groups.
Select the group you want to change.
Add or remove students as required.
Save your changes.
Updating a group helps keep your student lists organised for future sessions.
Note: Changing the membership of a group does not automatically change the attendee list of sessions that have already been created. Check existing sessions separately if the students attending those sessions also need to change.
Using groups when creating a session
Once your groups have been created, they are ready to use when scheduling VCE™ sessions.
When you reach the User invites section of the Create session form, you can select students from your organisation rather than entering each email address manually.
This makes it easier to schedule repeated sessions for established cohorts and reduces the risk of inviting the wrong students or missing someone from the group.
You can still add individual students or external attendees manually when required.
Keeping your student groups up to date
We recommend reviewing your groups when:
A new cohort starts
Students move between teaching groups
A placement block changes
New students need to be added
Students leave the programme
Keeping your groups up to date makes subsequent session scheduling much quicker and ensures your participation records remain associated with the correct learners.
Next step: create your session
Once your students and groups are set up, you can create a VCE™ session.
From the dashboard, select Create a new session, complete the session information, and invite the relevant learners.
For detailed instructions, see Creating, editing and deleting VCE™ sessions.
If you need further assistance
Use the support tool in the bottom-right corner of the VCE™ web app to ask a specific question.
If you don't find what you need, send us a message through the same tool.