Manage batches

Learn how to manage attendees using batches.

Batches help you group your attendees who enrolled for the course, usually based on the division of classes and schedules. This helps you assign the number of attendees who can attend the current batch while allowing registration for the next batch of the course.

If you only have one batch for your course, you should be fine. However, if you’re managing multiple batches, we understand that it can be difficult.

This article serves as your one-stop shop for everything you need to know about batches.

Add a new batch

Wajooba creates your first batch by default. Now, if you're starting to manage your course attendees, you can consider dividing them into batches based on factors such as your handling capacity, schedules, and so on.

Your batches are similar across all the courses your organization offers. So, when you add a new batch, you should also see it in all the other courses.

Follow these steps

  1. Go to Courses and select the course you need to manage.
  2. Right below the title of the course, select the Manage Batch 👥 icon.
  3. Select the plus ➕ icon.
  4. Enter the name of the batch.
  5. (Optional) If you want to set the new batch as the current batch, select the Set this batch as a current batch checkbox.
  6. Select Submit.

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Publish activities for a specific batch

After you add contents, tests, or forms to an activity, you will also need to update which batches your activities will be available for. 

This is very helpful especially when you manage multiple batches with different schedules. You would want to plan when the activity will be available to your members. For example, when managing 2 batches of members who started the course in August and September, you'll naturally want your activities to be available to your August batch first.

Similarly, when you allow members to register for a course preview, this feature helps you decide which chapters or sessions you want course preview students to have access to. Course facilitators usually allow the first one or two chapters as a demo, just enough to demonstrate course structure to the students.

To manage this, follow these steps.

  1. From the course, go to Classes & Curriculum.
  2. Select the activity you want to manage.
  3. From the upper right corner of the activity setup, select the Manage Batch 👥 icon.
  4. Toggle the appropriate batches you want the activity to be available for.

Do the same steps for all activities you want to manage. We recommend creating your own spreadsheet file or calendar to easily manage the schedule of publishing the activities.

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Move a member to a different batch

You may need to move a member to a different batch from time to time, usually depending on your division of classes per schedule.

⚠️ If you move a student to a different batch, note that it will delete all their completed activities and tests except for certificates and homework they previously uploaded. You should also see a warning about the batch update confirmation before you continue.

We highly recommend setting your student’s expectations first if they have already completed some of the activities or tests.

  1. From the course, go to the Attendees tab.

  1. Look up the name of the student you need to move.
  2. Under the Batch column, select the pencil ✏️ icon next to the student's current batch.

4. Select the correct batch for the student.

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Set the course's current batch

When you create a course, the system automatically assigns the latest batch you added as the current batch. The current batch is the active group of students who are currently studying the course and joining your classes and discussions.

Similarly, the system automatically adds all new students or attendees to the current batch. You should see the current batch right below the title of the course. To change this, follow these steps:

  1. From the course, select the Manage Batch 👥 icon.

  1. Select the radio button next to the name of the batch you want to set as the current batch. 

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Rename or remove a batch

The changes you made on a batch will also reflect on all other available courses you sell.

⚠️ Before you remove a batch, here are a few things you need to take note of:

  • You can’t remove the current batch. You will first need to set a new current batch.
  • Activities you previously made available for the deleted batch will be unpublished.
  • Attendees who belong to the deleted batch will remain unchanged unless you move them to a different batch.
  1. Go to Courses and select the course you need to manage.
  2. Right below the title of the course, select Manage Batch.

  1. To rename or remove, select the pencil ✏️ or trash 🗑️ icon, respectively.
  2. For removing batches, if you’re prompted to confirm, select Confirm.

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Created by: Paul Romuel Danila

Edited by: Mandar Khopkar

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