When you're preparing to open a new year or term, use this checklist to ensure you've got everything set up for a smooth opening.
On this page:
SET UP CHECKLIST
| What | Why | How |
| Time Periods | Create your new time periods, and Fiscal Year if applicable. | |
| Holidays |
Create the dates you do NOT want to schedule classes and lessons on. Remember you must do this before you create your classes so the system knows to skip these dates. Also remember you can change this later, especially useful if you may want to schedule make-up lessons on those holidays.
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| Verify the Preferences settings for Classes and Lessons are still what you want them to be. | ||
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Check your Preferences for payments are still what you want them to be. Also review your Discount Categories to ensure these categories are still what you want to report on. |
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Check with your Accountant to see if you have any changes to make to your GL codes. Review your existing codes, Archive any unused and Add any new ones. |
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| Sites | Add any new sites and rooms you may be using in your new term. | |
| User Access | Review User Types and Access, checking that the right people have access to the right tools (and consider making sure only ONE person has access to the Edit Invoice tool ;) | . |
| Waivers | We recommend you create NEW waivers for each new term or year if you want your students to agree to them again. | |
| Registration Forms | Check with your Marketing and Development teams to see if you need to change any of the data you gather while your students are creating or logging in to their accounts. | |
| Discounts | Check expiry dates and make sure your discounts won't continue to apply if they are no longer applicable. Check any discounts associated with Customer Groups to ensure that the conditions of the discount still apply. | |
SET UP YOUR CLASSES, LESSONS AND STAFF
| What | Why | How |
| Programs and Course Groups | Review your current course hierarchy, ensure Course Groups are in the right Programs and Courses in the right Courses. | |
| Copy Classes | Now to the fun stuff! Quickly copy your classes to the next time period. You can select which courses to copy and set up your whole term in just a few short steps. | |
| Staff | Review your staff accounts, archive those who have left and create any new ones. | |
PLAN YOUR NEW TERM OPENING
| What | Why | How |
| Schedule enrollment |
Set up the system to open for online registration at a specific date and time. You can also schedule a Priority Registration period for specific groups.
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| Update website content | In the run up to your launch of your new time period, use the Home page to let your students know its coming up and what they can expect. This is a great time for you to encourage them to update their account details. |