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Consider these important KeepnTrack maintenance steps when closing up your school for the year!
1. Run reports
First, you'll need to run any reports of this last year's activities that you want to save and catalog for later reference or use in other programs.
Not sure which ones you should save? Here are some suggestions:
- Visitor > History. Show visitors coming and going through specific activities.
- Special > Activity > Activity Summary (or History > Activity Summary for a specific classification): Show which activities used the most resources or might need a resource audit.
- Volunteer > History > Volunteer Hours 1 Line or Volunteer Hours by Facility. Lists volunteer hour totals that may affect grants or tuition.
- Special > Background Checks > Background Check List. Lists all background checks ran that year for next year's reference.
- Student > History > Activity Details or Activity List. Lists student Late Arrivals or Early Dismissals that might need to be logged in your Student Information System (SIS). Use the Activity Type selection to specify "Late Arrivals" or "Early Dismissals." Remember to type the activity name exactly how it appears in Activities.
2. Clean up your People records
After you have saved important information from reports, consider which People records may need to be changed or removed. Now that the school year is coming to a close, you may never see some of them again.
Once you navigate to Tools > Utilities > Remove Person Records, use the selections to specify who will be removed. Here are a few groups that are usually removed at the end of the year:
- Graduated or transferred students. Make the appropriate selections to identify these records. They can also be removed manually through People Management.
All of this year's visitors. Check the Exact Classification Selection box, and then make sure that all of the classification types are unchecked. This will remove people who are only visitors.
Inactive records. An often forgotten group is people with an Inactive status. Select Inactive in the Status dropdown menu.
Expired records. Fill out the Expiration Date selection. The utility will remove everyone who expired during the date range you enter. Also, check the Exact Classification Selection box and the relevant classification(s) so that you don't accidentally remove people with multiple classifications.
Once you have made the necessary selections, click Run Utility. You may need to run it a few separate times to remove different groups.
3. Clean out old rejected or duplicate applications
Do you use Volunteer Applications? Then you probably have some rejected ones sitting in the system. If you want to get rid of them before processing new applications next year, go to Tools > Utilities > People and choose Remove Rejected Applications or Remove Rejected Duplicates respectively. Specify the Creation Date range and then hit Run Utility.
If your district or facility wants to keep those rejected applications into the new year, that is just fine too.
4. Change online application preferences
For those who use Volunteer Applications, you'll most likely want to disable it over the summer. Go to Tools > Preferences > Volunteer Application > Display, and check the box to Turn off Applications and display the following note. Then use the text field to inform people when and how you will begin to accept and process applications in the upcoming school year.
Once you click Save, this is how the Volunteer Application screen will display for potential applicants:
5. Safekeep your hardware
Remember to safely pack away your sensitive KeepnTrack printers, slip paper and badges, cameras, scanners, cords, and any other day-to-day hardware you use in running KeepnTrack. We all know how things have a tendency to get moved over summer break. Package them carefully and put them in a safe place so that next year's set up is quick and easy. Avoid those unnecessary and frustrating treasure hunts!
Take pictures of how everything is plugged in and set up to help you remember next year! Don't forget to print the pictures out and put them with the hardware.
6. Document how to set up your kiosks
For each separate kiosk machine, review your Workstation settings and carefully document them with notes and even screenshots. Sometimes Workstation settings are accidentally cleared, so it's important to remember those specifics! You may need to set them up again next year, and we want to ensure your sign-in processes will run the exact same.
7. Prepare to train next year's new associates on KeepnTrack
Whether there will be brand new folks to train or you yourself just need a quick refresher after summer break, it's a good idea to make sure you and your team understand the software workflows and facility policies. Help your team prepare to succeed by planning for next year!
In addition to the general Support Center, there are a number of great training resources for both new users and those who just need to brush up:
