It's Spring Cleaning Time!

Laurie Dubel| April 2017

With the bloom of spring, folks everywhere are taking stock of closets and garages, repairing neglected items and ditching things they no longer need. The value in this spring-cleaning ritual applies to your system data as well. Periodically de-cluttering your system will rejuvenate your digital foundation and pave the way for improved use and communications for the next school year. Not to mention that it also makes it much easier to pass on your account to the next person taking over your job.

So, grab your mop and bucket and let's tackle those duplicate records and bad or outdated elements. Here are 5 areas you should address in spring-cleaning your MySchoolAnywhere account:

Admin Users

Volunteers come and volunteers go. Are the people currently designated as Admin Users still actively holding the role that requires admin access? If not, remove their admin access by deleting them as Admin Users. 

Tip: This is a super important step at the end of any school year. You don't want folks having access to your account that are not authorized. Check with your parent association board if you are unsure who should have access OR delete any unknown users and add back as necessary.

Duplicate Records

Though you likely checked for duplicate records at the end of your back-to-school rollout, some may have snuck in since. Most commonly, this is a result of determined parents working around our duplicate registration checks by using a second email address. We'll give them an "A" for tenacity!

Run Duplicate Family and Duplicate Student reports under Account Settings, Administrative Reports. If records are flagged as potential duplicates, simply cross-reference the records indicated against your family data. Consolidate as needed or simply delete one of the records. If it's tricky data, give a quick shout-out to parents to clarify which data elements are best kept.

Tip: When checking for duplicates, check the last updated date and see if there are any sales associated with the family. Don't delete any family that has sales as they are connected to the family record. If need be, update their information instead and delete the other one.

Bounced Email Addresses

Email addresses that were good in the fall may no longer be so. Review these by filtering on Delivery Status in your Email Delivery Log. Any email addresses with a "Bounced" status are bad data and should be corrected or removed entirely. Refer to our article, Viewing Email Delivery History, for a deeper understanding of all email statuses if you're curious.

Tip: When checking for duplicates, check the last updated date and see if there are any sales associated with the family. Don't delete any family that has sales as they are connected to the family record. If need be, update their information instead and delete the other one.

Email Templates

"Ugh. She did not go there." Yes, yes I did. Odds are you've got a bit of clutter in your collection of Email Blasts. Most do! Here, you could spend a little time, a lot of time, or, as with boxes of photos in the attic, you could completely lose yourself. Set your goals and prioritize.

  1. Delete emails that no longer hold value. For example, the "one off" blast sent as a reminder for the bake sale
  2. Assign folders to templates you want to keep and use again. Folder names should be as descriptive as necessary. For example: weekly email blast or signup reminders. Remember, someone else may be sending email.
  3. If you have additional time, update your email titles to give them meaning to ensure they clearly state their meaning and use of the email. Examples: "Data Confirmation 1st Send in early August", or "Book Fair Thank You to Volunteers".

Custom Headers

As a habit, we update our form headers for Data Collection, Signups and the Online Store while preparing
for Back to School.  After that... well, we tend to ignore them.  Do the messages still apply for this time of year or do they still welcome parents back to school or encourage membership when the school year is winding down? Take a moment to review your headers under Account Settings.