Once your Wonde or TASS integration is connected, your classes, subjects and co-curricular groups — and the students who belong to them — sync into Safe Trip Builder. This article covers how to map those groups so they appear in the correct drop-downs in Safe Trip Builder.

Setting up the integration itself is covered in a separate article: Setting up your Safe Trip Builder integrations.

You take control of your own group mapping and update it whenever groups are added or removed in your student management system — there's no need to contact us to do it for you.

Where to go

Group mapping sits under Client Management, which admins reach through Site Settings. Select the Avatar icon in the top right of your Safe Trip Builder site, then choose Site Settings. From the Client Management menu on the left, select Student Management.

Step 1 — Retrieve your groups

To pull the latest groups from your student management system, click Retrieve Groups from Vendor. The sync will run and, once complete, your group list updates — you should see the group count change as any new groups are pulled in.

Retrieve Groups from Vendor fetches a fresh copy directly from Wonde or TASS. Retrieve Groups from Cache loads the last synced copy, which is faster if you don't need the very latest changes.

Step 2 — Assign a school type to your year groups

Next, identify your year groups and assign each one a School Type from the dropdown in the School Type column.

School Types are typically your campuses — for example Junior School and Senior School. The list of School Types available to you is configured with our Professional Services team, so confirm your campus / school-type list with them before you start.

Assign each year group to the campus it belongs to. For example, year groups 7, 8 and 9 might be assigned to Junior School, and 10, 11, 12 and 13 to Senior School.

To change or clear a School Type, use the dropdown (click the ✕ to clear a selection).

Step 3 — Find specific groups with search

Where groups are specifically named — such as subject or class codes (e.g. 13A/Bi1) — you can find them quickly. Type the name (or part of it) into Search Group Name and click Search Group.

For example, typing 13 filters the list to every Year 13 group, so you can work through them together.

Step 4 — Assign each class to its year (and map to the correct drop-down)

Classes and subjects need a Parent — the year group they belong to — so they appear under the right year in Safe Trip Builder. You can set this individually or in bulk. For each group, complete the relevant column(s); in most cases you only need one column, unless it's a subject (where you fill in the Parent column and tick Subject).

Assign a class individually: in the class's row, click [select] in the Parent column and choose its year group (for example, 10 (10)).

Assign classes in bulk: tick the classes you want (or use the header checkbox to select every class on the page), choose the year from Set parent for selected group at the top, then click Apply.

Subjects and custom groups

The Subject and Custom tick-boxes add a filter layer on top of the year (Parent) mapping. The key difference: a subject group requires a year (Parent) to be assigned, whereas a custom group does not.

• A class is a single group — assign it to its year via the Parent, as above.

• A subject typically covers several classes underneath it. Set the group's Parent (year) first, then tick Subject so it's recorded as covering that subject for that year group.

• A custom group is a single group that spans across year levels — for example a co-curricular group. It doesn't need a year/Parent; just tick Custom.

Filtering in action

Once mapped, subjects and custom groups drive how staff select students when creating an excursion.

Subjects — selecting one or more years, or ticking Filter from Subject selection, narrows the classes down to the chosen subject and year(s). Once the subject filter is ticked, Class becomes an optional drop-down; selecting both a subject and a class filters the results to only the students in that class who are taking that subject:

Custom groups (e.g. co-curricular) appear under their own Co-curricular and Sport Groups selector, independent of year:

Step 5 — Save

Click Save on the top right to keep your changes. Save after completing the mapping on each page — the group list is paginated, so save before moving to the next page, otherwise the mappings you made on the current page will be lost.

If you hit an error

If the retrieve/sync doesn't work, with the Wonde integration there is a Test Connection at the top of the screen to check the integration. If you see an error, please report it to our Service Desk and we'll take a look.

Otherwise, if there are any missing groups or mismatched data do reach out to Service Desk and we’ll escalate to the product team to take a look.

Additional information

The steps above are only needed when your group structure changes (groups added or removed). When student membership changes (students added, removed or moved between groups), you don't need to do anything — that syncs automatically when you create a new proposal and select the groups.

A few things to note when creating and maintaining your groups in Wonde or TASS:

• For Wonde and TASS, we can't read groups set up as Co-Curricular. Create these as subject groups in Wonde or TASS, and we can then link them to the Co-Curricular field in Safe Trip Builder.

• Each group can only appear once in the drop-downs.

• We reference Wonde/TASS groups by group IDs. Going into a new school year, if the existing 'Year 7' group becomes 'Year 8', the new 'Year 7' will have a new group ID and be treated as a new group — it will need to be retrieved and mapped again.

• If a group is renamed, the change should appear in Safe Trip Builder without intervention, though it can take a little time. If you need it sooner, retrieve the groups again.

• If a group changes structure and sits under a different parent (the 'year' field in Safe Trip Builder), retrieve and re-map it so it appears correctly.

• If you often need to pull through a whole year level, consider creating an additional group (e.g. 'All Year 6') for that purpose. Students cannot be selected from the 'Year' field itself, so 'All Year 6' should sit in the Class drop-down (with 'Year 6' as the Parent/Year), or be set up as a Co-Curricular group.