Beginning-of-Year Procedures

Prepare for the new school year with KeepnTrack by going through the following procedures:following these steps.

1. Remove old records

Clear out old, unused people records so they don't clog your lists and 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 just remove people who are just only 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 thosewho have expired by entering a range in the Expiration Date selection.

Once you have chosen option(s) that works best for you, make the necessary selections shown above and click Run Utility.

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 on how to do that by reading over our Imports Import article. http://support.companioncorp.com/display/KnT/Import

3. Process volunteer applications

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

4. Check your alert preferences

Things change , and people move around . In your KeepnTrack Preferences, go to between school years. That's why it's a good idea to Go to Tools > Preferences > 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 alert campus security, you might double-check with them also, want to remind them of this 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.to make sure they're working correctly. This will prevent problems when people are trying to sign in and get their badges!

6. Check your kiosks

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