How to create class lists

How to create class lists

We’re often asked for class lists, somewhere you can print all classes in one go with each class on a separate sheet.

The quickest way to do this is to navigate to Office > Reports and choosing the Class List report. Tick all the year groups you’d like to include,  then press Run With Pupils. When you print, you’ll get one page per class with the Pupil Name, Year, Gender, DOB and Age fields.

Sometimes schools want different data in the report, but as the Class List report is ‘hard coded’ we can’t tweak it. Up until now we’ve generally advised schools to go to Pupil List, choose the columns they want and then Filter each class, one at a time, printing as you go along. 

This is fine for a school with four classes, but not so great for a school with 24 classes!

For larger schools, you can use Excel to automatically put in page breaks on change of data. That means you can go to Pupil List, add in whatever columns you like and then Download to CSV and very easily make class lists.

Once you’ve downloaded the data from Pupil List as a CSV and opened in Excel, go to Data>Sort and make sure the data is sorted by Class (then by Pupil).

Next, go to Data > Subtotal.

Select the following options: 

At Each Change In: Class

Use Function: Count

Tick the following options: 

Add subtotal to Class

Page Break Between groups

Excel will then add Page Breaks after each class. Of course, because it’s in Excel you can also change the Font/Size/Colour etc.