Prepare: User Checklist to Open Applications

What is covered in this article?

• User Checklist for Application Launch: Please review this list of settings to prepare for a successful application launch
  1. School Settings
  2. Calendar Dates
  3. Application Form
  4. Update Custom Messages
  5. Update Automated Text Message & Email Templates

User Checklist for Application Launch in SchoolMint

1) School Settings *Required

• Go to Settings > Add and Manage Schools
• For each school, confirm: School Name, Grades Served, School Address
• Tutorial: ‍Video: School Settings‍

2) Calendar Dates *Required

• Go to Settings > Set Up Calendar and Dates
• Update the following application-related calendar dates:
  • Application Start - First day to begin accepting applications
  • Open Enrollment Start - First day to begin accepting lottery-eligible applications (same as Application Start)
  • Open Enrollment End - Lottery deadline (last day to accept applications for the lottery
  • Application End - Last possible day to apply for the 2021-2022 year
• Tips for Success:
  • It is important to set start and end dates for Applications and Open Enrollment - even if you always accept applications, you still need to set an end date or you'll get an error message
  • SchoolMint dates are set in 24-hour time. The time 00:00:00 is the beginning of the day. For example, 00:00:00 on 12/31/2022 is the start of Dec. 31st
• *Optional: Add applicable Cut-off Dates (restricts applicant from applying to a specific grade based on birthdate)
• Tutorial: ‍Video: Edit Calendars and Dates‍
• Tutorial: ‍Video: Add/Edit Cut-off Dates‍

3) Application Form *Required

• Go to Settings > Manage Forms 
• How to Edit the Application Form
• Please confirm:
  • Does the application include all of your desired questions?
  • If you run a lottery that gives preference to certain applicants, does your application collect information to assign that priority? (For example: FRL, Sibling Attending, Staff Member Child)
  • Have you reviewed custom text and dates in the form? (For example: Application Form Title and Apply Message)
  • Are questions correctly set as required vs not required?
  • Have you incorporated ‍conditional logic,‍ if desired? 
  • Would you like to edit your Discovery Reasons? (Settings > Manage Discovery & Decline Reasons)
• Tutorial: ‍Video: Application Forms‍

4) Update Custom Messages *Optional but Recommended

• Go to Settings > Custom Messages
• Give families instructions and more information along the application flow by adding custom messages to the pages around your site
• Tutorial: ‍Where can I insert Custom Messages throughout the site?‍

5) Automatic Text Messages & Email Templates *Optional but Recommended

• These are sent based on application status changes and/or actions taken on records
• Go to Settings > Manage Text Message and Email Templates
• Edit the automated Text Message & Email templates that families receive during the applicant stage: Cancel Application, Edit Application, Submit Application, Withdraw Application
• Tutorial: ‍Updating Message Templates‍

How will I know if I am ready to launch Applications?

Once you’ve completed this checklist, go to Dashboards > Select Go Live Dashboard to see if you’ve missed any steps! Click here for more information: Help Center Article‍

That's it! If you have questions or need assistance, feel free to reach out to our Admin Support Team via ‍[e-mail]‍.

Best of luck with your upcoming enrollment launch!

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Still have questions? Email us at [e-mail].