GoLearn - School Swimming Activity Portal

1. Accessing Activity Portal

• If accessing from GoLearn, navigate to Activities section
• Select Go to ActivityPortal from one of the organisations showing on the screen
• Alternatively, you can access the Activity Portal directly at https://[your-golearn-address].organisationportal.co.uk/
  • To grant schools (organisations) access to the Activity Portal, share your unique URL with them. Staff members at each school (organisation) must be registered as users in the Activity Portal—guidance for this is provided later in the document.

• A new window will appear, taking you to the Sessions section of Activity Portal. Here, you can view your logged-in details, select or change the organisation or site you are viewing, and navigate to other areas of the portal.

 

2. Managing Pupils

• Once logged into Activity Portal, navigate to Pupils
• You can add a new pupil manually by selecting the + New pupil button

• Enter the pupil's first name and Last name - these fields are required
• You can also add optional details such as date of birth or medical notes
• You will only be able to assign groups that have already been set up in the Groups section. However, you can assign pupil's to groups afterwards too
• Once complete, select Save pupil to add the record

 

• Alternatively you can import a list of pupils (e.g. a list provided to you by the school) by selecting Import pupils

• You will then see the import screen, where you can either upload a file that meets the required format or download a template to complete.

• Once you have prepared the file, you can upload it, making sure you:
  • verify the schools (organisation) you want to upload the pupils for
  • verify the number of pupils matches the expected numbers from your file
  • select Import when you are happy to add the pupils

• The Pupils will now be uploaded to your Pupils List

 

 

3. Assigning pupils to groups

• Once you have added pupils, you can review, assign or update the groups they are assigned to by navigating to Groups
• Here you will be able to:
  • create new groups
  • change the status of existing groups to make active/inactive
  • update an existing group and add or remove pupils from the group

• To create a new group, simply select 'Create new group'
• Enter the name of your group and press 'Save group'

• Select the group you created to edit it
• Select Add pupils to group

• Review the selected groups - you can choose more than one group if you wish to assign pupils to multiple groups
• Select the relvant pupils you want to assign to the group(s) by ticking the box alongside their name. You can review the groups they may already be assigned to
• Select Add to group when you are ready

• You should now see a successful message confirming this has been done and the pupils you selected should now show assigned to the group(s)

 

4. Booking pupils onto sessions

• Once you have added pupils and assigned them to groups (optional), you can book the groups or individual pupils onto a session that is booked for the school
• Nagivate to Sessions and select the plus (+) icon next to the relevant session you would like to book pupils onto

• Choose either a group that you would like to book, or you can alternatively book individual pupils into the session
  • It is possible to book a group and an individual pupil that doesn't belong to that group should you choose to do so
• Select save once you have made your selection

• Once saved, you will be able to see which group/pupils have been bookoed onto a session
• You can remove or add additonal groups/pupils if needed
• You can view the capacity of the session, if you have configured an overall limit to the sessions when these have been configured in GoLearn

 

5. Setting up new users to access Activity Portal

If you wish to give access to any school (organisation) then you will need to add their staff as a user in Activity Portal first and provide them with a password. Follow the steps below to set up new users.

• Within Activity Portal, navigate to Users
• Select 'Add new user'

• Complete the details for the user you wish to set up
• Ensure you have selected the appropriate school (organisation) in the 'Centres' section that you would like the user to have access to.
  • This should only be the relevant school (organisation) the user relates to
• When the user navigates to the login screen for Activity Portal, they will see an option to login with an email address instead of username

• If it's their first time logging in, they will need to use the Forgot password option. They will then receive an email to set a password.
• Once they've set a password, they will be able to login

• The user will be logged in for their appropriate school and centre where their sessions take place. They are only able to manage pupils, groups, sessions and users for their relevant school at the relevant centre.
  • They will be able to add new users from their school should they wish to do so, in the same way as described above.
  • They can also manage access in terms of password resets and disabling/deleting user accounts if necessary
• Any of the users will be able to run the pre defined reports for their school (organisation) covered below

 

6. Reporting

• A number of pre defined reports are available to users within Activity Portal to track the pupils progress
• To access the reports, navigate to Reports
• Select the report you wish to run

• When a report is selected, you will need to choose the relevant scheme that applies to school swimming (this will be whichever scheme you have configured for your School Swimming course in GoLearn)

• Depending on the report you've accessed the filter options may differ slightly:
  
  1. Average Time To Complete Report
  • Filter by Group
  • Filter by Ability groups (if your swim teachers use these)
  • Pick a date range
  
  
  • You can download the report to CSV

 

2. Percentage completed report

• • Filter by Level completed
  • Filter by Groups
  • Filter by Ability groups
• 
  
  
  • You can download the report to CSV

 

3. Progress Report

• • Set a date range
  • Filter by Group
  • Filter by Type (Completed, Available, In Progress)
  • Filter by Level
  
  

• • You can download the report to CSV

 

4. Download session attendance report CSV

• • This report will automatically download a session attendance report for all pupils