End of School: Prepare Your Site for the Next School Year

This article documents the following activities an organization should consider when preparing their Giveback (formerly MemberHub) Site for a new year. 

• Add New Officers
• Review List of Site Administrators
• Make sure all state dues are paid
• Transfer Stripe account Ownership
• Updating Hubs
• Removing Families Who are Leaving the School

Add New Officers

Note:  You should not modify the officers for the current school year.  

You can add officers for the upcoming school year as soon as they are known.

How To Add An Officer

 

Review List of Site Administrators (add or remove as needed)

Some of your Site Administrators may be leaving your school and should therefore be removed from the list of administrators. 

When you created new officers, you probably chose to also add them as a site administrator.  You may also have people who are not officers that need site administrator access.  While most admin that are added as officers will expire at the end of the fiscal year, it is still good to verify you don't have any current site or store admin that should not be. 

How do I add or remove Org/Site Administrators? 

 

Make sure all State Dues are paid

Check your Payment status in the Remit State Dues area of your Memberships area on the left side menu.

If you owe dues for previous school years more than 1 year ago, you will need to contact your State PTA office to remit those dues. You can only remit online for current year and the most recent previous year. 

If you owe dues for the current school year, you can follow these instructions to remit your dues.  Note: Only the Treasurer or President for the current school year can remit electronic dues payments.

How to Pay Your State Dues in Givebacks

 

Transfer Stripe account ownership

If you have a new treasurer, you will need to transfer your Stripe account owner.

How to transfer Stripe accounts

 

Updating Classroom Hubs

It is recommended that you use the feature of expiring roles for hub contacts and contacts within your site.  This will minimize the amount of work you need to do each year to clear/update your classroom hubs.  If you have not enabled the feature of expiring roles for hubs, you can follow these steps to update your classroom hubs for next year. 

To first remove the contacts from a hub, you will go to Contacts>Manage Hubs & Hub Contacts and click the 3 dots for the hub.  Select Hub Contacts to view all contacts within that hub.  Check the box at the top of the list to select all contacts and then click Actions>Remove from Hub. 

You can then select how you wish to move the contacts:

1. Remove from this hub, but keep them as an organization contact.  This is beneficial if you wish to keep them as a contact for PTA communications but they are no longer associated with this hub or any other classroom hubs.  You can also choose the expiration year, if any, for the organization contact as well. 
2. Remove from this hub and add them to a different hub.  This would be beneficial if moving them to the next grade up within your grade level hubs. 
3. Remove from this hub and from the organization.  This is beneficial when moving the last grade out of your site for students/families that will no longer be at your school and you do not wish to keep them in as contacts for communications. 

You will then want to remove/archive the files and photos within each hub.  To do this, you would go to Communications>Share Files & Photos and click on the hub you wish to go to.  Click the box at the top of the list of the files and photos to select all.  Click Actions and then you can choose to delete or archive the files and photos.  If you choose to delete them, they can never be retrieved.  If you choose to archive, you can then go back and unarchive later on if you wish to restore the file/photo. 

TIP: You might consider sending an email to alert families to download anything they want out of their hubs before you empty them out. 

You can also delete or archive any hubs that you no longer wish to use.  To do this, go to Contacts>Manage Hubs & Hub Contacts and select the hub(s) you wish to delete or archive.  Click Actions and then select Delete or Archive. If you choose to delete any hubs, they can never be retrieved.  If you choose to archive, you can then go back and unarchive later on if you wish to restore the hub.

Click here to read more on Using Hub Trees and how it works. 

 

Removing Families Who are Leaving the School

Let's say you're with an elementary school. With the new feature of contact role expiration, you can set the 5th grade contacts to have an expiration role of the current fiscal year so that their role would expire and they would automatically disappear from your site at the end of the current year. 

Since this is a new feature, it may be difficult to have this already in place the first year with this feature. One easy way to identify families who need to be removed is simply sending out an email towards 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. Or you can send a welcome back email towards the beginning of school and let people know they can click Unsubscribe at the bottom of the email if they do not want to receive further communication from your organization.  

To remove people from your site go to the Contacts>Manage Contacts. You can go into someone's profile or click the 3 dots next to their name and click Remove from Organization. You can also select multiple contacts or all of them and then click Actions>Remove from Organization. You can also filter your contacts by Email Status>Unsubscribed.  You can then select all of them to remove from organization. 

*Be very careful when selecting all in your database and removing all from your organization. This data is NOT recoverable.