This ‘transition’ method is ideal for schools where registration classes are not being mixed up, e.g. pupils in Reception move into Year 1 and so on.

If the classes are being mixed up, and you are a large school, see our BULK DATA instructions instead in our Data Refresh Resources.

Please follow the below step-by-step instructions, (or download and printout) and/or watch this 10-minute video: 

If you have any questions or find the process is taking more than 20 minutes, please contact the MarvellousMe Support Team on 01273 900 202 or support.mme@junipereducation.org.

Step-by-Step Instructions: Transition Method

Step 1: Check and update the staff in the MarvellousMe Admin portal.

• Go into the Data Export section, download, and review the New Year Data Template file. Check the details for the existing staff are correct – has anyone’s name or email address changed? Who needs to be deleted are there any new members of staff to add?
• Make the necessary changes in the Teachers and Pupils section. Access our Help Centre articles explaining how to:
  • Edit or delete a teacher’s account
  • Add a new teacher

Step 2: Update and check the pupils set up in MarvellousMe.

IMPORTANT Identify anyone set up using a fake/temporary UPN (or SEEMiS reference) and update them.

If you or a member of the admin team has created a temporary/fake UPN (some schools do this for Nursery children or if they are waiting for the UPN to be released), these MUST BE UPDATED manually otherwise these children could be removed and re-added to MarvellousMe. This means their parents will need to rejoin and any previous history would be lost.

• Go into the Data Export section, download and review the Pupils file.

• Fake/Temporary UPNs should be easy to identify you must change it to the correct UPN in the Teachers and Pupils. Access our Help Centre articles explaining how to:
  • Edit a pupil’s account

 Step 3: Remove leavers (e.g. Year 6 pupils) in bulk.

• Go to Group Management and tap Action on the right side of the group you want to empty.
• Select Empty group and remove children from school and confirm. This deletes the children completely from MarvellousMe but leaves the group as an empty shell

Step 4: Transition pupils to their new class.

• Go to Group Management and select Action to the right side of the group you want to transition (e.g. Year 5) into the Year 6 empty shell.
• Select Transition - Be careful to select Transition (not ‘Delete Group’ or ‘Empty group and remove children from the school’).
• Select the class name your group is to be moved into (e.g. Year 6).
• Tap Next, then Transition Group. The pupils will have been moved into their new class.
• Repeat step 4 for the other classes, transitioning each one to the empty class shell created beforehand.

IMPORTANT – Work methodically from the oldest age classes to the youngest classes, e.g.

Transition last year’s Year 4 group into the Year 5 shell, emptying Year 4.

Transition last year’s Year 3 group into the Year 4 shell, emptying Year 3.

Transition last year’s Year 2 group into the Year 3 shell, emptying Year 2, and so on.

Step 5: Do you have UPNs/SEEMiS references through for your new intake (e.g. Nursery or Reception)?

• No – Please move to Step 6. The new cohort can be quickly added at a later time, when you have their UPN/SEEMiS references.

Yes – Please follow the instructions below or watch this short video.

• Run a report for the new cohort from your MIS (e.g. SIMS, Arbor, SEEMiS) and export it into Excel as follows:
  • Column A = First and last names of the pupils*.
  • Column B = Their UPN/SEEMiS reference.
  • Column C = Their Reg Group.
  • Keep this file open as you will need to use this shortly.

• Go to Group Management and select Action next to the group for the new intake to (e.g. Nursery, Reception).
• Select Edit, then select Add Pupils.
• Select Add pupils by pasting a .csv list.
• Go back to your Excel file, highlight and copy columns  A and B only (i.e. the children’s names and UPN)

• Go back into Group Management and paste the data into the empty box.
• Select Next then check the pupil list and tap Create and Add pupils.        

Step 6: Update group names and change the owner (if needed).

To edit a group name (e.g. Reception to Squirrels, 2RP to 2MB)

• Go to Group Management
• Select Action to the right side of the group.
• Select Edit.
• Amend the name as required and save.

To edit the lead teacher (i.e. Owner) for a group:

• Go to Group Management.
• Select Action next to the group you want to edit
• Select Edit.
• Select the Teachers tab (under the Group Name).
• Select the Owner circle next to the new owner’s name.
  • If you can’t see their name, select the green Add Teachers button (top-right) to find them, select the Owner circle next to their name, then select Add at the bottom of the box.
• When you are back in the Group Members screen, select Save Changes.

Step 7: Are there any pupils that have left the school (and not in Year 6) ?

•  If yes please go to teachers and pupils and delete them. Access our Help Centre article explaining how to delete a pupil

Step 8: Do you need to add any other new pupils (and not in the new intake groups).

• Access our Help Centre article explaining how to add a pupil.

Step 9: Delete any unwanted groups from the previous year (e.g. sports groups, intervention groups).

Deleting a group does not remove the children from MarvellousMe. It just deletes the group shell.

• Go to Group Management.
• Select Action to the right side of the group.
• Select Delete Group and confirm.

  NB Do not 'empty group and remove children from the school'

Once you have completed the above steps, you are nearly done! Please follow the below step-by-step instructions or watch this SHORT VIDEO.

Final Admin Actions

Teachers' logins and class access:

• Share the passwords with any new staff you added. Existing staff will keep their login details from last year.
• Check ALL staff have been assigned to their respective groups (including job shares, school leaders, TAs, etc.)
• Access our Help Centre article explaining how to assign staff to different groups.

Print the parent join code letters for all parents who have not joined MarvellousMe, including the new starters.

• Access our Help Centre article explaining how to print parent join code letters for each class.
• For security, the letters should ideally be put in named envelopes. Contact MarvellousMe immediately if the join code letters are given out to the wrong children/parents.
• We recommend that you flag a date in your diary to reprint reminder letters using the above steps for those slow to join. Click here for our tips to get more parents signed up.

Setting up weekly snapshot emails - Important for ensuring whole-school consistency.

• Access our Help Centre article explaining How to activate weekly snapshot emails.
• Select the staff you want to receive the weekly email. To encourage best practice and consistency, we recommend this feature is set up for the school leaders and main class teachers.

 Update/Add your Quick Links.

• Click here to see how to edit or delete Quick Links
• Click here to see how to add new Quick Links.

Let us know that you have refreshed your data.

• For GDPR purposes, please click on the below button in ‘Group Management’ to let us know you have refreshed your data.
• Please also notify us of any changes to your school’s MarvellousMe Administrator and/or Leader so we can update our records, and, if necessary, the login details for your school's Admin account.

You’re done! Thank you for updating MarvellousMe!