To prepare for the new school year, your organization should add new officers, review their list of admins, make sure state dues are paid, transfer ownership of the Stripe account, update lists, and remove families who are leaving the organization.
Add New Officers (specific to PTAs)
You can add officers for the upcoming school year as soon as they are known. Go to Compliance > Update Officers > select the new school year in the dropdown box > click the Add Officer button.
Note: You should not modify the officers for the current school year.
See How do I add officers? for more information.
Review List of Administrators (add or remove as needed)
Some of your administrators may be leaving your organization and should therefore be removed from the list of administrators. Go to My Organization > Manage Access. Click on the admin who needs to be removed and click the Delete button.
See How do I add or remove Org/Site Administrators or Custom Permissions? for more information.
Make sure all State Dues are paid (specific to PTAs)
Check your payment status under Memberships > Remit State Dues. If you owe dues for the current school year, you can follow these instructions to remit your dues.
Notes:
Only the Treasurer or President for the current school year can remit electronic dues payments.
If you owe dues for previous school years more than one year ago, you need to contact your State PTA office to remit those dues. You can only remit dues online for the current year and the previous year immediately preceding it.
Transfer Stripe account ownership
If you have a new treasurer, you will need to change the owner of your Stripe account. Follow these instructions to transfer ownership.
Updating Manual Lists
To remove contacts from a list, go to Contacts > Lists and click the three dots for the list. Select View List Contacts to view all contacts within that list. Check the box at the top of the list to select all contacts and click Actions > Remove from List.
You can then select how you wish to move the contacts:
Remove from this list, but keep them as an organization contact. This is beneficial if you want to keep them as a contact for communications, but they are no longer associated with this list.
Remove from this list and add them to a different list. This would be beneficial if you are moving them to the next grade level within your grade-level lists.
Remove from this list and from the organization. This is helpful when you remove the last grade from your site for students or families who will no longer be at your school, and you don't want to keep them as contacts for communications
You can also delete any lists that you no longer want to use. To do this, go to Contacts > Lists and select the list(s) you wish to delete. Click the three dots next to the list and then select Delete List.
Note: If you choose to delete a list, it can never be retrieved.
For more information on lists, see How do I create and set up lists?
Removing Families Who Are Leaving the Organization
You can also identify families who need to be removed by simply sending out an email at the end of the school year, encouraging folks to let you know if they do not plan on returning to the school next year. Then you'll have that list handy when you're ready. Additionally, you can send a welcome-back email at the beginning of the school year and let people know they can click 'Unsubscribe' at the bottom of the email if they do not want further communication from your organization.
To remove people from your site, go to Contacts > All Contacts. Search for the contact, click the three dots next to the contact, and click Remove from Cause. You can also select multiple contacts or all of them and then click Actions > Remove from Cause. You can also filter your contacts by Email Status > Unsubscribed. You can then select all of them to remove from the organization.
*Be very careful when selecting all in your database and removing all from your organization. This data is NOT recoverable.
Questions? Click the "?" icon to contact Givebacks Support.