Section 5: Managing Group Seats

Section 5: Managing Group Seats

5.1 Total Seat Overview (100 Default)

When you sign up for the Exclusive View membership, your account is automatically given 100 learner seats. These are like digital desks in your virtual classroom — and you get to choose who sits in them.

What Are “Seats”?

A “seat” simply means a learner slot.

If you invite a learner and they accept the invite or register using your group code, they take up one of your 100 seats.

You can:

• Invite up to 100 learners at once
• Rotate learners in and out (remove and replace)
• Track usage from your Manage Group dashboard

Where to See Your Seats

1. Go to:
   👉 https://app.virtualx.tv/manage-group/?pmprogroupacct_group_id=3
2. On the top of the panel, look for something like:

“17 of 100 seats used”

This tells you how many learners are already inside, and how many seats you still have available.

Can Seats Be Reused?

Yes! You are in full control of your seats.

For example:

• If a learner finishes the term or drops out, you can remove them
• Their seat becomes available again
• You can then invite a new learner to take their place

This makes it perfect for rotating learners every term, grade, or class group

Example in Practice

Mr. Ngwenya runs a tutoring hub in Limpopo. He starts with 80 learners in Term 1. At the start of Term 2, he removes 40 and adds 40 new Grade 12 learners using the same Exclusive View account — no extra fees.

Key Points to Remember

Detail	Explanation
🎓 Total Seats	You get 100 learner slots under one group account
🔄 Re-usable	You can remove and replace learners at any time
📈 Live Tracking	The dashboard shows you exactly how many seats are used
🧑‍🏫 Fully Managed by Admin	Only the group owner can make changes to seats

🛠 Tips for Seat Management:

• Keep an eye on your seat usage weekly
• Rotate inactive learners if you’re running low
• Plan by cohort — e.g. Term 1 = Grade 11, Term 2 = Grade 12

5.2 Add or Remove Members

Once your Exclusive View membership is active and you’ve accessed your Manage Group dashboard, the most important thing you’ll do is add learners to your group — and later, remove or replace them when needed.

This section shows you how to add learners using 3 easy methods, and how to remove a learner when you need to free up a seat.

How to Add Learners

You can add learners in three simple ways:

Option 1: Share the Group Code

Each Exclusive View account comes with a unique group code (e.g. 491F85E963).

Learners can:

• Go to: https://app.virtualx.tv/membership-checkout/?level=28
• Enter the group code
• Register for Unlimited View access at no cost

Perfect for WhatsApp groups, posters, or notices!

Option 2: Send the Direct Join Link

This is the easiest method. Just copy your personalised group link:

Example:
https://app.virtualx.tv/membership-checkout/?level=28&pmprogroupacct_group_code=491F85E963

Share this with learners via:

• Email
• WhatsApp
• Google Classroom

They click → register → join your group — no need to enter a code manually.

Option 3: Invite via Email

Inside the Manage Group panel:

1. Find the field labeled “Invite New Members via Email”
2. Type or paste one learner email per line
3. Click Send Invitations

Each learner will receive an email with a join link already connected to your group.

Example in Practice

Mrs. Nkosi sends the direct join link to 40 learners via WhatsApp. She then adds 15 more using email invites. Within an hour, 55 learners have joined the group and taken their seats — no tech admin stress involved.

How to Remove Learners

If a learner:

• Drops out
• Is inactive
• Needs to be replaced

You can free up their seat quickly.

✅ Steps:

1. Go to: Manage Group Panel
2. Find the learner’s name or email in the list
3. Click the “Remove” or “X” button next to their name
4. Confirm the removal

Their seat is now available again.

💡 Tips for Smart Group Management:

Task	Tip
Adding many learners	Use direct link or group code
Sending bulk invites	Use email method — copy/paste from a list
Rotating learners	Remove old ones before adding new ones
Preventing code misuse	Regenerate group code if needed

✅ In Summary

• You can invite learners using a group code, direct join link, or email
• You can remove learners anytime to free up seats
• Everything is done through your Manage Group dashboard

5.3 View Current Group Members

Once your learners start joining your group through the invite link or group code, it’s important to know who’s already in and how many seats are being used.

This section shows you how to view your current members, track their status, and keep your group clean and organised.

🧭 Where to See Your Group Members

Go to your:
👉 Manage Group Dashboard
🔗 https://app.virtualx.tv/manage-group/?pmprogroupacct_group_id=3

👥 What You’ll See on the Page

Once inside the dashboard, scroll to the “Group Members” section. You’ll see a list that shows:

Column	Description
👤 Name / Username	The learner’s name or email address
🎓 Membership Level	Confirms they’re on Unlimited View
🕒 Status	Active, pending, or removed
❌ Remove Option	Click to free up their seat if needed

📊 Track Seat Usage

At the top of the Manage Group page, you’ll also see something like:

“Used: 63 out of 100 seats”

This helps you track:

• How many learners have joined
• How many seats are left
• When it’s time to rotate or remove inactive users

🧠 Example in Practice

Mr. Themba from EduLift Centre logs in and sees that 72 out of 100 seats are used. He scans the list and notices that five learners have not logged in for over a week. He decides to remove them and open up those seats for new students joining next week.

✅ Quick Tips

Task	Tip
Checking learner status	Use the status column (Active / Pending)
Cleaning up the group	Remove duplicates or inactive learners regularly
Seat planning	Keep 5–10 seats open for late joiners

🛡 Privacy Note

Only the Group Owner (you) can see the full list of learners.
Learners cannot see each other’s names or details.

✅ In Summary

• The Group Members list shows everyone who has joined your Exclusive View group.
• You can monitor usage, remove users, and plan for new intakes — all from one dashboard.
• Keeping your group list up to date helps your school or centre run smoothly.

5.4 Generate or Regenerate Group Code

Every Exclusive View group comes with a unique group code that learners can use to join your group for free. This code is like a digital key — it connects learners to your group and uses one of your 100 seats when they register.

But what if:

• Your code gets shared with people outside your group?
• You’ve finished a school term and want to start fresh?
• You need to rotate in new learners?

That’s where the option to regenerate your group code becomes useful.

🔑 What Is a Group Code?

A group code is a special code (e.g. 491F85E963) that learners enter during registration to:

• Join your group
• Get Unlimited View access
• Skip payment (you’ve already paid)

🛠 Where to Find or Regenerate It

1. Go to your Manage Group panel:
   🔗 https://app.virtualx.tv/manage-group/?pmprogroupacct_group_id=3
2. Near the top, you’ll see:

• Your current group code
• A button that says “Generate New Group Code”

🔁 When to Regenerate Your Code

Situation	Why Regenerate?
New school term starts	So old students don’t rejoin without permission
You’ve removed many old learners	To keep new joiners organised
The code was shared too widely (e.g. online)	For security — stop outsiders from joining
You want a clean, trackable batch of users	To manage each term or grade separately

⚠️ Important Note:

• When you regenerate the code, the old code stops working.
• Current learners stay in your group — they are not affected.
• Only new learners will need the new code to join.

🧠 Example in Practice

Mrs. Zondi runs Term 1 with 85 learners. For Term 2, she wants a fresh intake of Grade 12s. She removes the old learners and clicks “Generate New Group Code.” She then sends the new code to her new learners. Everything is clean and organised.

✅ In Summary

Task	What to Do
View your current code	Open your Manage Group panel
Share it with learners	Let them join via registration page or direct link
Regenerate the code	Click the button when starting a new intake
Keep old learners?	✅ Yes – they stay even when the code changes