Best Practices: Using Groups in conjunction with class-year affiliation fields

Special consideration should be paid to managing groups for schools. In this article, we review best practices for using groups and class-year affiliation fields to track students, alumni, parents, and grandparents.

If you choose to create group values to identify students, parents, or grandparents, we recommend doing so at a high-level.

In other words, if you want to identify those who are or have been a parent at your school, a group value for "parent" makes sense. The benefit of this approach is that you'll quickly be able to see the number of student or parent records you have in the database in your Filters on the All Constituents page.

But, if you are trying to differentiate your current parents from your past parents, we'd suggest using LGL's class year affiliations fields in addition to or instead of a 'Parent" group value. This is preferable over creating "Current parent" and "Past parent" values as that approach will require the manual updating of groups as students enter and leave your school.  

Example record using "Parent" group value in addition to Class Year fields:

We suggest using class year fields to track the year that the student graduates, thus being able to search your database for students or parents currently attending the school and/or those that have graduated.

Sample search for Students who have graduated:

Still need help? Contact Us Contact Us