# GoLearn - School Swimming Activity Portal

HTML version: [GoLearn - School Swimming Activity Portal](https://support.gladstonesoftware.cloud/golearn/golearn-school-swimming-activity-portal)

## Problem
This article explains how to manage school swimming sessions using the GoLearn Activity Portal. It covers accessing the portal, managing pupils and user accounts, booking sessions, and running reports.

## Resolution

1. **Accessing the Activity Portal**
   1. In GoLearn, navigate to the **Activities** section.
   2. Select **Go to Activity Portal** from one of the organisations shown on screen.
   3. Alternatively, go directly to `https://[your-golearn-address].organisationportal.co.uk/`.
   4. To grant access to schools (organisations), share your unique URL with them. Each staff member must be registered as a user in the portal (see steps below).

   - Once logged in, you will be in the Sessions section where you can view details, select/change the organisation or site, and navigate the portal.

2. **Managing Pupils**
   - **Add Pupils Manually**
     1. Go to **Pupils** in the Activity Portal.
     2. Click **+ New pupil**.
     3. Enter required details (first and last name; optional: date of birth, medical notes).
     4. Assign to existing groups if required (can also assign pupils to groups later).
     5. Click **Save pupil**.

   - **Import Pupils**
     1. In the Pupils section, select **Import pupils**.
     2. Download the template and complete it, or upload your own file matching the required format.
     3. On the import screen, verify the correct organisation is selected and check the number of pupils.
     4. Click **Import** to upload the file. Groups included in your import file will be created and assigned automatically.
     5. Pupils will now appear in your list.

3. **Assigning Pupils to Groups**
   1. Go to **Groups** to review, assign, or update group assignments.
   2. To create a new group:
      - Click **Create new group**, enter the group name, and click **Save group**.
   3. To assign pupils:
      - Select your group and click **Add pupils to group**.
      - Tick the boxes next to pupils' names.
      - Click **Add to group**.
   4. A confirmation message will appear, and pupils will show as assigned to the group(s).

4. **Booking Pupils onto Sessions**
   1. Go to **Sessions**.
   2. Click the **+** icon next to the desired session.
   3. Select a group or individual pupils to book onto the session.
      - You can book both groups and individual pupils.
   4. Click **Save**.
   5. View/edit group or pupil bookings, and check session capacity (if set up in GoLearn).
   6. Booked pupils will be visible in CoachPortal during delivery.

5. **Setting Up New Users for the Activity Portal**
   1. In the Activity Portal, go to **Users**.
   2. Click **Add new user**.
   3. Enter user details and select the correct school (organisation) in the **Centres** section.
   4. New users must log in using their email address. For first-time login, use the **Forgot password** option to set a password via email.
   5. School users can only manage their relevant organisation at their assigned centre.
   6. Users can add more users for their organisation, reset passwords, or disable/delete accounts.
   7. All users can run reports (see step 6).

6. **Reporting**
   - Go to **Reports** to run the Average Time To Complete, Percentage Completed, Progress and Session Attendance reports, each downloaded as a CSV file. Filters and steps for each report are in [GoLearn School Swimming Reports](golearn-school-swimming-reports.md).

## Notes
- Pupils managed in the Activity Portal are separate from members in GoLearn; adding pupils here only registers them for the specific organisation currently viewed.
- Group creation and assignment can also be handled via pupil import files for efficiency.
- Teachers delivering sessions will see pupils booked on via CoachPortal.
- User management for schools allows their staff to manage their own pupils and bookings but only within their organisation and centre.
- Setting up the course, organisations and activity slots: [GoLearn - School Swimming Configuration Guide](golearn-school-swimming-configuration-guide.md). Common questions: [GoLearn - School Swimming FAQ](golearn-school-swimming-faq.md).