Login
Register
4Matrix 4Matrix Support Knowledgebase
4Matrix Desktop: Admin Tools
Suggested knowledgebase articles:

Summer Holidays Support Hours

From Monday 20th July to Wednesday 2nd September, our support services (tickets, live chat and telephone) will be available from 9am to 3pm.

We will provide extended support hours during results days as follows:

  • Wednesday 12th August (GCE Results): 8:00am to 5:00pm
  • Thursday 13th August (GCE Results): 8:00am to 5:00pm
  • Wednesday 19th August (GCSE Results): 8:00am to 5:00pm
  • Thursday 20th August (GCSE Results): 8:00am to 5:00pm

 

Knowledgebase 4Matrix Desktop: Admin Tools

Articles in this category

Key Stage 2 Prior Attainment Bands with Scaled Scores

*4Matrix includes a function in the Admin > Edit Markbook tool to auto-generate PA Bands from Scaled Scores.* Following the publication of Academic Year 202

16,958
(5)

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 on the left that you want

1,697
(22)

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. If this is a subject not previously used in any series, you ...

1,525
(16)

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...

988
(13)

Can I create my own custom fields?

Yes, it is possible to create your own custom fields. Using Admin > Edit Pupils > Custom Fields, clicking on +Add.  A row will appear at the bottom, simply type a name for your new custom field ...

1,525
(17)

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...

821
(15)

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...

1,411
(14)

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

974
(13)

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

1,201
(15)

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...

1,104
(14)

How do I create a field for Prior Attainment Bands?

NOTE: This will only need to be carried out once and it is important that you name it as exactly Prior Attainment Band for other features in 4Matrix to use this field correctly. Go to Admin > Edit...

2,290
(25)

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.

852
(14)

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...

1,254
(15)

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...

1,002
(13)

How do I remove a pupil from a series?

This would depend upon whether you wish to remove a pupil for all series or just specific series. It is possible to simply remove a pupil from analysis in the active series by using Admin > Edit Pu...

1,316
(16)

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...

942
(13)

Setting up User accounts

User accounts can be created and managed manually in Admin > Manage Users by your 4Matrix administrator, or by your IT department using Active Directory. The options across the top of this dialogue...

5,152
(21)

Linked Timetable Subjects

Admin > Edit Subjects allows us to set Linked Timetable Subjects. The purpose of this feature is to make a connection between the subject offered by the school and the specific teaching groups for ...

1,983
(18)

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...

844
(14)

What is the Result Date function used for?

Result dates are important because they help determine which grades, if any, should be discounted. Discounting can occur where: A pupil has been entered for the same qualification more than once Wher...

1,125
(15)

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...

1,100
(24)

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. 

923
(19)

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...

1,131
(18)

How do I delete a series?

Go to Admin > Edit Series, select the series you wish to remove and go to  Remove (in the top right). This action cannot be undone.

902
(13)

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.  Select the Visibility tab. For the series you want to hide untick all permission groups that shouldn't

1,057
(15)

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

907
(16)

How do I copy classes/groups between series?

Go to Admin > Edit Series. Choose the series that you want to copy groups into. Select Copy Groups in the top right.

1,352
(23)

What is a map file?

A Map file stores your subject definitions to help 'speed up' the import process. It stores the settings that are used in the mapping process e.g. qualification mappings, where a subject called '

1,197
(15)

Can I create a map file after the import has finished?

Yes - go to Admin > Edit Subjects > File >  Create Import Map. The subjects in the file and their mappings will be based on the active series.

895
(18)

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...

1,055
(17)

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. To change for all series This change will affect all series where the

1,806
(20)

Merging Pupils

To merge pupils together. To make sure you can differentiate between the two you can edit the name of the pupils via Admi

1,143
(11)