Sample Timelines

Sample Timelines

Elementary School PTO – New Year Launch in July

  1. Grades at school are Kindergarten – 5th grade
  2. Last day of school is May 28
  3. Plan to launch summer sales and back-to-school registration on July 15
  4. Active contacts expiration date is set for June 30
  5. First day of school is August 25
  6. Fiscal year is July 1 – June 30

1.  New Membership Toolkit Administrators are added in May (or when they are elected) so they can begin learning how to use Membership Toolkit.
 
2.  Promote Students between May 29 and June 30. Leave the 5th graders who are becoming alumni active when you promote the students. Update the custom field for alumni year for the 5th grade students who will be graduating.


It is a good practice to update the Grade Label tag after you promote student grades. You can do this as part of the "Promote Students" task in the Year End Checklist.


Or, you can also go to People / Configuration / Student Form and change the “Grade” Label.  (2019-2020 Grade or 2020-2021 Grade)



3. On August 24, make Alumni students “Inactive” so they will no longer be presented in your directory.
 
4. Update custom fields – schedule for sometime between May 29 and June 30.
 
5. Create new sales, information, and volunteer forms and archive previous forms in May or June.
 
6. Schedule Membership Toolkit system dates to be updated at 11:59 pm on June 30.
 
7. Update Account Owners for bank accounts, payment processors, domain name registration, and Membership Toolkit between June 20 – July 10.
 
8. Old Membership Toolkit Administrators are removed as administrators in July.

High School Booster Club – New Year Launch in June

  1. Grades at school are 9th – 12th
  2. Last day of school is May 28
  3. Plan to launch summer sales and back-to-school registration on June 10
  4. Active contacts expiration date is set for June 30
  5. First day of school is August 25
  6. Fiscal year is July 1 – June 30

1.  Update graduating students custom field for graduation date:  May 29 – June 9

2.  Promote students:  May 29 – June 9

3.  Make all active contacts OUTDATED: May 29 - June 9

4.  Update custom fields:  May 29 – June 9

5. Schedule Membership Toolkit system dates to be updated at 11:59 pm on June 9.

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