Category: Admin Tools

Articles in this Category

Unable to merge subjects
Make sure that both subjects are mapped to the same qualification.  If you are still unable to merge them after ensuring they use the same QAN, it may be linked to the subject's 'Key Stage' flag in t...
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Edit Series Error: Date and time format
This is usually a red herring but it is worth double checking that the date format on both the client and server are set to UK DD/MM/YYYY or DD/MM/YY. The error will usually appear after 30 seconds, w...
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How do I delete all grades/results for one subject?
Make sure that you are using the series that you wish to remove the grades from.  Go to Admin > Edit Subjects Select the subject to remove grades from on the left an
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Can I add a subject manually without importing it?
Yes, although this is only recommended when adding 1 subject and a handful of grades as the normal import process will be a quicker option. Go to Admin > Edit Subjects. 
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Can I change a subjects discount code?
Yes you can, but we recommend reading the following first: The easiest way to check the status and discount codes of the subjects/qualifications in the active series is to go to Admin > Edit Subjec...
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Can I create my own custom fields?
Yes - These are the 3 default custom fields that you can import any value into. For example, you could use Custom 1 to import and store a value for Summer Born pupils. These fields cannot be renamed,...
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Can I import/use a custom Key Stage 2 baseline?
It is possible to import a single custom KS2 baseline grade for use with Transition Matrices, Levels of Progress by Subject and the Flight Path tool. This must be in the form of an NC Level. If you ...
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Changing a grade/result for a pupil doesn't seem to stick
If you find that making a change in any of the Admin tools (such as Edit Results) doesn't seem to stick, it may mean that you need to restart the 4Matrix database. For example, if changing a grade for...
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Duplicate pupils
This is a rare issue. Duplicate pupil records can be created if the Pupil Match function fails to recognise pupils and they are all marked as new, or if the Pupil MIS ID changes randomly, something wh...
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How can I see all classes and groups that a pupil belongs to?
Go to Admin > Edit Pupils Select the pupil On the right, there is a pupil details panel
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How do I add or delete grades/results for a pupil?
Make sure that you're using the series that you need to remove the grades from. Go to Admin > Edit Results If you are adding a grade/result, find the pupil on the le
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How do I change the status of a qualification?
The easiest way to check the status of the subjects/qualifications in the active series is to go to Admin > Edit Subjects > File > Print > Subject Report The last update to include changes...
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How do I create a field for Prior Attainment Bands?
Go to Admin > Edit Pupils Click Edit Custom Fields Double click Add New and create a field called Prior Attainment Band
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How do I delete the demo database?
In 4Matrix, go to Admin > Database > Clear Database. You will be prompted to re-enter your password and tick a box to confirm that you wish to do this.
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How do I merge subjects?
The merge function can be used to combine subjects into one record. This may be required after importing a subject twice but under a different name, for example, Maths and Mathematics. The effect of t...
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How do I promote a series?
This is not possible to do in 4Matrix and it's not how the system is designed to be used. Being able to monitor progress and performance is a key feature of 4Matrix. A series is a snapshot of a moment...
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How do I remove a pupil from a series?
It is possible to simply remove a pupil from analysis in the active series by marking them as 'Off Roll' using Admin > Edit Pupils, select the pupil and go to Actions > Mark as Off Roll. Alterna...
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I am unable to merge subjects in the Edit Subjects tool
Sometimes, duplicate subjects can appear in your database which then show in tools such as Series Comparison, meaning that you are unable to compare grades because, for example, you might have a set o...
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Setting up User accounts
Admin > Edit Users allows you to create and manage users.   The main Edit Users dialogue displays a list of all users, their access level, last login information and the total amount of log
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Subject Class Tags
Admin > Edit Subjects allows us to set Subject Class Tags. The purpose of this feature is to make a connection between the subject offered by the school and the specific teaching groups for the sub...
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What are Custom 1/2/3 used for? Can I rename these fields?
These are the 3 default custom fields that you can import any value into. For example, you could use Custom 1 to import and store a value for Summer Born pupils. These fields cannot be renamed, howeve...
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What is the Move function in Edit Subjects?
This function allows the user to move grades between subjects, for example, from a combined English subject to a single English Language or Literature subject. It is possible to move the grades for al...
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What is the Result Date function used for?
When importing a spreadsheet with your assessment grades, it is a 'flat file'. It does not include the result dates (the date at which the exams were sat). The dates for all grades in a spreadsheet im...
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How can I overwrite or remove the values from a custom field?
It is not possible to set custom field values back to 'blank' without a 4Matrix Support Agent intervening. If you try to import data for your custom field with nothing in the corresponding cells in yo...
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How do I import Key Stage 5 data?
In the first step of the import, under School Year, choose either Y12 or Y13.  In the Map Data data step, 4Matrix will be expecting you to map your subjects to KS5 qualifications. 
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Can I import Year 14 pupils into 4Matrix?
It is currently not possible to import Year 14 pupils into their own series, but they can be imported into a Year 13 series - and will therefore be included with the Y13 analysis. 
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Mixed year groups in a series
4Matrix is year/cohort based and so it expects the pupils in Year 10 last year to be in Year 11 this year etc. Whilst it is possible to go against this model and create a mixed year series (by combin...
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How do I delete a series?
Go to Admin > Edit Series, select the series you wish to remove and go to Actions > Delete (in the top right). This action cannot be undone.
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How do I place an embargo on a series/make a series Admin only?
Go to Admin > Edit Series Select the series you need to hide.  On the right, go to Visibility and select Admin. 
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How do I delete a custom field?
Go to Admin > Edit Pupils and click Custom Fields. A pop-up will appear with your custom fields. Choose the one to remove, right click and choose Delete. Thi
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How do I copy classes/groups between series?
Go to Admin > Edit Series. Choose the series that you want to copy groups to. Go to Actions > Copy Groups in the top right.
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How are Key Stage 2 Fine Points calculated?
The following information relates to Y11 2015/16. When using Y11 2016/17 and beyond, the Reading mark is imported and a Fine Points score calculated from this instead. Example pupil data:  
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What is a map file?
A map file stores your subject definitions - that is, the qualification mapping, where a subject called Art and Design is linked with qualification 6000XXXX. These can be saved at the end of the
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Can I create a map file after the import has finished?
Yes - go to Admin > Edit Subjects > Create Map. The settings will be based on the active series, which will be all subjects that are shown in the subjects list on the left with a yellow book ico...
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Can I move/transfer results between series?
There is not a function within 4Matrix which allows you to do this, but it can be achieved by exporting Results Overview and re-importing the grades into the desired series. Unwanted subjects and grad...
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How do I change the qualification that a subject is mapped to?
Go to Admin > Edit Subjects and select the subject from the list on the left. In the top right, go to Change Mapped Qualification. On smaller screens, this option may be hidden via a small arrow ne...
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