End of Year Admin Checklist

Can you believe it? Another school year has ended! Time sure does fly when you're having fun, right? It's time to start cleaning up your database to prepare for the next school year! 

The End of Year Admin Checklist was specifically designed to make preparing for the next school year a stress-free process. We will walk you through all areas of the software that require your attention. This may include resetting, graduating, archiving, exporting or creating new data. Below is a breakdown of what we will cover in this process:


Getting Started

The End of Year Data Cleanup banner will appear at the bottom of the page when you first log in as admin, starting June 15th.

  1. Click on the Click Here to View Tasks to get started. 
  2. This will direct you to the main checklist page showing all tasks you need to review.
  3. Click on the More Info at the bottom of the page to get an overview of this page OR if you are not ready to start the cleanup process, click on the Dismiss Until Next Login

Review Join Requests

Review any pending join requests from families requesting to join your database. Decide if you should accept or delete these requests. Don't have any requests? That's OK, just click Complete & Done.

  1. Click on the task name Review Join Requests to get started with your first task.
  2. You will be directed to the Join Requests page showing any pending requests. Not sure what to do? LEARN MORE by reviewing the Join Request Overview help article.
  3. If you don't have any pending requests OR you've taken care of these pending requests, click on the Complete & Done button at the bottom of the page. You should be taken back to the main checklist page, now showing this task as complete. 

Export - Student & Family Details 

This section will guide you through exporting all of your data in the database for historical purposes. This is a great backup in case certain data is deleted by mistake. 

  1. Click on the task name to navigate to the Export - Student & Family Details page.
  2. By default, the Data Range is set to All Records and the format is Excel 2007 which is the recommended however you can adjust as needed.
  3. Click Export and the file will be downloaded to the computer's download folder.  
  4. Click Complete & Done to mark this task complete and move on to the next task. 

Export - Order Details 

This export provides a backup of all purchases made from the previous year and is important to download for your parent group's records. 

  1. Click on the task name to navigate to the Export - Order Details page.
  2. By default, the Data Range is set to All Records and the format is Excel 2017 which is recommended. You can adjust if needed. 
  3. Click Export and the file will be downloaded to the computer's download folder. 
  4. Click on Complete & Done to mark this task complete. If your school does not use the software to record or process payments, you can click on the Skip & Done button to mark this task as complete and move on to the next task. 

Export - Volunteer Hours

This export provides a backup of all volunteer hours recorded from the previous year and is important to download for your parent group's records. 

  1. Click on the task name to navigate to the Export - Volunteer Hours page.
  2. By default, the Data Range is set to All Records and the format is Excel 2017 which is recommended. You can adjust if needed. 
  3. Click Export and the file will be downloaded to the computer's download folder. 
  4. Click on Complete & Done to mark this task complete. If your school does not use the software to record volunteer hours, you can click on the Skip & Done button to mark this task as complete and move on to the next task. 

Student & Grade Promotion 

This will promote all students based on the grade hierarchy and archive the graduating class. 

  1. Start the promotion steps by clicking on the Student & Grade Promotion task.
  2. You will be directed to the grades page that will list all of the grades in the school. 
    1. Grade Name - This is the name of each grade in the school
    2. Grade Hierarchy - This identifies which order the grades should be listed since each school has a different grade name or level. Identify each grade level starting with the lowest grade and increase with intervals of 5 or 10 as the grades move up. 
    3. Students in Grade - The number of students that are assigned to this grade. 
    4. Mass Update Action - Select which action should be handled for each grade during the Promote & Graduate wizard.
    5. Last Promoted On - This will provide when the last promotion was completed.  
  3. The Mass Update Action field will update with three options to select how to handle each grade. Select the command for each grade then click on FINISH Promote & Graduate.

  4. This page will now refresh and the Last Promoted On column will update with the date and time to record this promotion was completed. 
  5. Click on Complete & Done to mark this task as complete. You will be directed to the main task page to move on to the next task. 

Verification Wizard Reset 

This task will reset the verification status to Unverified, allowing all parents to go through the Verification Wizard again and verify/edit their data for the upcoming school year. This will also DISABLE the wizard until the administrator is ready to begin the verification process. 

  1. Click on the task name Verification Wizard Reset to get started. 
  2. This will navigate you to all of the households in your database. 
  3. Click on the green button Reset Verification Status.
  4. A confirmation pop-up will ask if you really want to reset. Click on RESET NOW
  5. Confirmation that the reset was completed will pop-up. Click OK to continue. 
  6. Now click on Complete & Done at the End of Year banner to move on to the next task. If your school does not use the Verification Wizard, you can click on the Skip & Done button to mark this task as complete and move on to the next task. 
CHECK IT OUT

Learn more on the Verification Wizard to see if your school would like to utilize this feature. 

Family Directory Access Reset

This provides an opportunity to extend, remove or grant access in bulk to the directory for existing parents as well as update the default access date for new families. 

  1. Click on the Families Directory Access Reset task to begin.
  2. Select the green button Update Families Directory Access.
  3. Update the pop-up page with the desired access date (NOTE: Selecting a date in the past will take access away). 
  4. Click UPDATE NOW.
  5. A pop-up will confirm this command is completed. Click OK to continue. 
  6. Click on Complete & Done to mark this task complete. 

Teacher / Staff Directory Access Reset 

This will update the default directory access date for all teachers and staff.

  1. Click on the Teacher / Staff Directory Access Reset task to begin. 
  2. Select the green button Reset Teacher & Staff Directory Access Dates
  3. Update the pop-up page with the desired access date (NOTE: Selecting a date in the past will take access away). 
  4. Click UPDATE NOW
  5. A pop-up will confirm this command is completed. Click OK to continue. 
  6. Click on Complete & Done to mark this task complete. 

Setup New Membership Products

To properly track membership year to year, it is recommended to reset everyone in the database so they no longer show as members. This is also a good time to set up new membership products so you can properly track members from one year to the next.

Don't use the AtoZ for Membership Sales? Check out more information on this feature and how it might benefit your parent group! 

  1. Select Setup New Membership Products to get started. 
  2. Click on the green button Reset Membership Products
  3. A pop-up page will confirm you want to continue. Click on YES, LET'S START
  4. The Reset Membership Action column will update with three choices. Select the action that is appropriate for each of the products. 
    1. Archive & Deactive - This will reset membership for anyone who has purchased this product. This product will then be deactivated. 
    2. Archive & Copy New Product - This is recommended and will reset membership for anyone who has purchased this product. A copy of this product will then be created. You can adjust as needed for the upcoming school year. 
    3. Do Nothing (no action) - Check this option is this product should remain in the store.
    IMPORTANT

    When you Archive & Copy New Product - Make sure to update the new membership product name. We recommend adding the school year to the product name to make it easier going forward. 

  5. Once all products have been updated, click on the blue button Click Here to Complete Membership Product Reset
  6. Click on Complete & Done to mark this task complete. If your school does not use the software to record or process payments, you can click on the Skip & Done button to mark this task as complete and move on to the next task. 

Room Parents / Roles Reset 

Review and delete in mass the parents who are no longer serving in the roles/organizations from the previous year. 

  1. Click on the task name Room Parents / Roles Reset to get started.
  2. Review this page to determine if the current Roles should be deleted or new roles should be assigned. 
  3. Check the box next to each user assigned to a role or click on the box at the very top to select all.
  4. Click the Delete button to remove all roles from the previous year. 

  5. Click on the Add New button to add any new roles for the upcoming school year. 
  6. Click on Complete & Done to mark this task complete. If your school does not use the software for roles and organizations, you can click on the Skip & Done button to mark this task as complete and move on to the next task. 

Events Cleanup & Reset 

Archiving events will make it easier for you to see current year volunteer hours and avoid any confusion when parents search for events.
Not using this feature? Check out Events Overview to learn more and get started today! 

  1. Select Events Cleanup & Reset to get started on this task. 
  2. Click on the green button Archive Events
  3. A pop-up will ask you to select a date - This date should be considered the end of your volunteer school year. This will archive all events prior to the date selected. 
  4. Select ARCHIVE NOW to continue. 
  5. A pop-up will confirm the number of Events that were archived. Click OK to continue. 
  6. Click on Complete & Done to mark this task complete. If your school does not use the software for events, you can click on the Skip & Done button to mark this task as complete and move on to the next task.

Volunteer Hours Reset

Archiving Hours will make it easier for you to see the current year volunteer hours. Don't worry, you can still view volunteer hours by using the Archived filter under the Volunteer Detail or Volunteer Summary Report tabs. Check out the Volunteer Hours help article for more information. 

  1. Click on the task name Volunteer Hours Reset to begin. 
  2. Select the green button Archive & Reset All Volunteer Hours.
  3. A pop-up will ask you to select a date - It is recommended to select a date that is considered the end of your volunteer school year. This will archive all volunteer hours that are prior to this date. 

  4. Click the ARCHIVE & RESET NOW button to continue. 
  5. A pop-up will confirm the number of Volunteer Hours that were archived. Click OK to continue. 
  6. Click on Complete & Done to mark this task complete. If your school does not use the software to record volunteer hours, you can click on the Skip & Done button to mark this task as complete and move on to the next task.

Volunteer Approval Reset 

If volunteers need to be approved to volunteer every year, this will allow you to reset the volunteer status in bulk.

  1. Click on the task name Volunteer Approval Reset to get started.
  2. Select the green button Reset All Volunteers to Unapproved
  3. A pop-up will confirm you want to reset all volunteer hour status to unapproved. 
  4. Click RESET NOW to update to unapproved. 
  5. Click on Complete & Done to mark this task complete. If your school does not use the software to track volunteers or the school does not require approval each year, you can click on the Skip & Done button to mark this task as complete and move on to the next task.

Congratulations! The End of Year Admin Checklist is now complete. Now relax and enjoy the summer! 

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