Overview
When you see several students at once, the Group Visit encounter template lets you document the visit in a single encounter. You can add multiple students as subjects, or associate a student group with the encounter if you'd rather keep the visit out of each student's individual history.
This article walks practitioners through how to document a group encounter and choose the right option for how the visit is recorded.
Why use the Group Visit template?
See your group visit totals: the template powers analytics, so you can see how many group encounters you've documented this year
Save time: document one visit for several students instead of starting from scratch for each
Control what's in each student's history: choose whether the encounter notes appear on every student's card
đĄ Don't have a Group Visit template yet? Reach out to us at [[email protected]], and we'll be happy to add one for you!
Part 1: Add multiple students to a group encounter
Start a new encounter using the Group Visit encounter template.
In the Subject field, search for and add each student who was part of the visit.
Document your notes and save the encounter.
Good to know: When you add multiple students to the Subject field, any notes documented in the encounter will appear in each student's history. If that's not what you want, see Part 2 below.
Part 2: Keep the encounter out of individual student histories
If you don't want the encounter notes to appear in every student's history, you have two options.
Option 1: Document each student individually
Remove the students from the group encounter and document the visit separately for each one. Each student will have their own encounter with the same title.
Best for: Visits where each student needs their own notes, or where the details are specific to each individual.
Option 2: Associate a student group with the encounter
Create a group of students and add that group to the encounter. This documents that the group visit happened, but it won't add the encounter to each student's card.
Go to the Students roster.
Search for and select the students you worked with.
Click Create Group.
Return to your encounter.
In the Subject field, search for the group you just created.
Click the "Add [[Group name]]" option to keep the group together.
Once the group is kept together, the visit will still show in your encounter history, but it won't appear in the History tab on each student's encounter page.
Best for: Group sessions like classroom presentations or group check-ins where individual notes aren't needed on each student's record.
Best practices & tips
Use the Group Visit template for every group encounter so your yearly group visit totals stay accurate.
Decide before you document whether the notes belong on each student's record. It's easier to choose the right option up front.
Reuse your groups. If you see the same students together regularly, a saved group saves you from searching for each student every time.