Yearly transition tasks

Send notices

• At the start of the new school year, publish notices to inform members about configuration changes and account deletion procedures.
  • Notify users who will no longer use Miley PTA (for example, graduates) about how to delete their accounts.
  • Request that groups be reviewed and updated for new grades, classes, departments, or committees.
  • Announce a new passphrase if one is required.
  • Ask members to update tag settings when tags are used.
• See the Actions to perform at the new school year for all users page for recommended procedures. Include this URL in your notices to help recipients follow the steps.
• For users who will become new members, refer them to Share information with other guardians for guidance on what to share.

Check for profiles left behind after forgotten account deletions

• Sometimes users uninstall the app without deleting their account or profile. Those orphaned profiles remain registered to the school.
• Use the administrator User Management tools to extract and remove such profiles, or to send guidance asking users to delete their accounts. The User Management function is available from the administrator menu.

How to update group memberships when many users don't update

• If many users fail to update group assignments themselves, administrators can edit group members from the Administrator menu's Show Group List.
• Example workflow:
  1. Rename the existing group (for example, rename "Grade 5-1" to "Old Grade 5-1").
  2. Create a new group named "Grade 5-1" for the incoming year.
  3. Send a group-specific notice asking members of the old group to update their group assignment.
  4. For users who still do not update their group, administrators can change the users' group assignments directly in the admin menu.
  5. After all users from the old group have been moved to the new group, delete the old group.

Unregister all groups members

• This function removes all members from each group at once. After running it, all groups will have zero members.
• Use this only when you will re-register group memberships for the new school year (for example, when you plan to have users register for new groups at the start of the year).
• Be aware that many users who forget to register again might not receive initial messages in the new school year. Before sending group-targeted notices, verify group membership lists.
• The bulk removal can be performed from the administrator User Management tools.