Start of Year Admin Checklist

Hope you all had a great summer! It's time to review the database and get ready for the school year. 

The Start of Year Admin Checklist was specifically designed to make sure your database is set-up properly to handle your directory, product sales, mass emailing and everything else. We will walk you through all areas of the software that may require your attention.


Getting Started

The Start of Year Data Cleanup banner will appear at the bottom of the page when you first log in as admin, starting in mid-July.

  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

Manage App Administrators

Administrators could change from year to year. It is recommended to review the administrators and point of contacts so users can connect to the right person. 

  1. Click on the task name Manage App Administrators to get started with your first task.
  2. You will be directed to the App Admins page showing all of the current administrators. 
  3. Click on the Add New button to add administrators.  
  4. Review the App Admins help article to manage the existing admins. 
  5. Click on the Complete & Done button at the bottom of the page to complete and move on to the next task.

Review Teachers & Staff for this Year

Take a look at the teachers and staff for this year to ensure their information is up-to-date. 

  1. Click on the task name to navigate to the Teachers/ Staff page.
  2. Review, edit, or delete to manage your teachers and staff. 
  3. Select the Add New button to add new teachers and staff. LEARN MORE by clicking on the Teachers & Staff Overview help article.
  4. Click Complete & Done to mark this task complete and move on to the next task. 

Review Products in Store

Let's take a look at the Store section to make sure all products are created for this school year. 

  1. Click on the task name to navigate to the Store page.
  2. Review, edit, delete or add new products. LEARN MORE on the products section by reviewing the Products Overview help article. 
  3. 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. 

Add Events for this Year

If you know of any upcoming  Events for the new school year, this is the best time to create them. 

  1. Click on the task name to navigate to the Events page. 
  2. Select the Add New button to create new events and volunteer opportunities. Check out the Events Overview help article for more information. 
  3. 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. 

Update the School Calendar

Add important dates and lunch details through the school calendar. 

  1. Click on the task name to navigate to the Calendar page. 
  2. Create multiple calendars by going to Calendar(s) Settings. Select Add New to create a new calendar. 

  3. Add important dates and lunch items by going to Calendar Main and clicking on Add New or double click on the date from the calendar to add a new entry.

  4. 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. 

Import or Add New Students

Add new students and families to the database. To  upload in bulk, email  support@atozconnect.com and we will upload within 2-3 days.  

  1. Click on the task name Import or Add New Students to get started. 
  2. This will navigate you to all of the families in your database and you can add families manually in this section. 
  3. Now click on Complete & Done at the End of Year banner to move on to the next task. 

Review Dashboard

Get an overall view of your data and check out any areas that may need attention.

  1. Click on the Review Dashboard task to begin.
  2. Take a look at the Potential Action Needed and Action Needed - URGENT to see if any families are of concern. 

  3. Review the Dashboard Overview for an explanation of this page. 
  4. Click on Complete & Done to mark this task complete. 

Review Room Parents & Other Roles

Take a look at Roles and assign users to the appropriate role for this school year. 

  1. Click on the Review Room Parents & Other Roles task to begin. 
  2. This will navigate you to the Manage Roles page. 
  3. Click on the blue Add New button to add a new RoleLEARN MORE about Roles by reviewing the help article. 
  4. To add, edit or delete Room Parents click on the Role Users text to manage this role. 
  5. Click on Complete & Done to mark this task complete. If your school does not use the Roles feature, you can click on the Skip & Done button to mark as complete and move on to the next task. 

Review Entity Settings

Double check your database settings to ensure they apply for this school year. 

  1. Select Review Entity Settings to get started. 
  2. Go through each section by clicking on the text to the left. Check out the Settings Overview help article for a breakdown of this page. 

  3. Remember to click on the Save button at the very bottom of this page.
  4. Click on Complete & Done to mark this task complete and move on.

Review Sender Profile 

A Sender Profile is the email senders information. It is important that this section is reviewed and updated each year to ensure the current directory chair is connected with all communications sent through the software. 

  1. Click on the task name Review Sender Profile to get started.
  2. Review this page to see if any Sender Profiles should be updated or deleted. 
  3. Click on the blue Add New button to add a new profile. LEARN MORE on this section by reviewing the Sender Profile Help Article. 
  4. Once you have completed the wizard and made any changes necessary, click on Complete & Done to mark this task complete.

Manage Mailing & Subscription Lists

Review this section to create mailing and subscription lists. This feature makes it easier to send to a specific group or allow users to sign up for certain newsletter about a specific subject. 

  1. Select Manage Mailing & Subscription Lists task.
  2. Click on the blue Add New button to create a mailing or subscription list. For a complete breakdown of creating lists, REVIEW the help article on this section. 
  3. Once you have completed the wizard and made any changes necessary, click on Complete & Done to mark this task complete.

Send Welcome Email to Parents & Users

Let's get parents verified and make sure they know about all the great features offered by our software

  1. Select Send Welcome Email to Parents & Users to get started on this task. 
  2. This will navigate you to the Compose Email page. 
  3. Click on the blue Compose Email to start your first email to parents. 
  4. At the Compose tab, click on the Select text at the Template field. 
  5. Select the recommended template, First Contact Email. This template provides a brief introduction to the software, what the verification wizard and merge fields that will give each user their login credentials. You can always edit to personalize the text to your school.
  6. Complete each tab to successfully compose, test and send your email. LEARN MORE about the Email section by reviewing this help article. 
  7. Click on Complete & Done to mark this task complete. 

Congratulations! The Start of Year Admin Checklist is now complete. 

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