Beginning-of-Year Procedures

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Beginning-of-Year Procedures

Here are some answers to common questions and tips for beginning your school year with KeepnTrack. Prepare for the new school year with KeepnTrack KeepnTrack by going through the following procedures:

1. Remove old records

(Remove Person Records utility) - How can you clear

Clear out old, unused people records

in KeepnTrack to keep them from clogging up

so they don't clog your lists and

slowing down your processes?

Some people delete ALL their visitors (period!) during the summer, to get rid of extraneous records. In the Remove Person Records utility Selections, check the box for “Exact classification Selection” and UNCHECK all the classification types. That means, implicitly, it will select people who are Visitors only (because you don’t want to delete your visitor volunteers!).

You can select by Status and remove all your Inactive people.

slow things down. Once you navigate to Tools > Utilities > Remove Person Records, there are three common ways to clear out old records. Choose the one that works best for you.

Remove all of your visitors by checking the Exact Classification Selection box. Then make sure that all of the classification types are unchecked. This will only remove people who are just visitors.
Remove people with an inactive status by selecting Inactive in the Status drop-down menu.
Remove people If you use Expiration dates, you can select by expired people and remove those.

(note we talked about possibly removing graduated students, but there is no way to select by that; we also talked about setting everyone to status Inactive and importing new people as Active then removing all Inactive… but there’s no Change Information utility so we can’t. So we’ll just not mention these things.)

2. Import new records

If you get exports from your student information system (SIS) you’ll want to import those records into KeepnTrack. How do you import records in KeepnTrack? Refresh your memory by reading over our Imports article. http://support.companioncorp.com/display/KnT/Import

3. Process volunteer applications

Get those volunteers ready for the new year! Unless you automatically approve/reject volunteer applications, you’ll need to use the Volunteer Application Management window to screen your applicants. Read up on how it works http://support.companioncorp.com/display/KnT/Volunteer+Applications ;

4. Check your preferences

Things change, people move around. In your KeepnTrack Preferences, go to Alerts and double check that the phone numbers and emails listed are the current ones for people who need to be notified. (If you are alerting campus security, you might double-check with them also, so they remember where these alerts are coming from!)

5. Check your hardware

Test that your printers and scanners are working, so you don’t get caught up in that when the first people walk through the door and can’t get their badges.

6. Check your kiosks

For all your kiosks (each separate machine), review your Workstation settings(http://support.companioncorp.com/display/KnT/Workstation+Management) to ensure sign-in processes run how you expect them to. Sometimes if browser data is cleared, it will clear your workstation settings, so… check it.

Note
Before running any of the data-changing utilities described in the steps above, create an archive so you have a restore point if something unexpected happens.

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Old Version 12

New Version 13

Key

Beginning-of-Year Procedures

1. Remove old records

2. Import new records

3. Process volunteer applications

4. Check your preferences

5. Check your hardware

6. Check your kiosks

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