Welcome to summer! As we close another school year we wanted to touch base to answer some year end related questions that you might have about Volunteer Builder and Finance Manager.
Here are a few common questions that folks have at the end of the year. If you have others feel free to contact us:
How do I...
1. Update my database to remove volunteers whose students are no longer attending our school?
a. Send an email to every volunteer who has a student in your highest grade. You can do this easily within the "find volunteer" area by searching for volunteers with a student in a particular grade.
b. Within the email let volunteers know they need to contact you if they no longer will have students in your school.
c. Once they contact you update their information by selecting today's date within the "Date to make volunteer inactive" field. By making them inactive instead of deleting them you can maintain all historical data related to that volunteer. Our new version (which should be available by July 1st - an email will be sent our shortly outlining the enhancements in the latest version) will provide an easy way to make a group of volunteers inactive so you don't need to edit each record one at a time.
2. Reset volunteers' interests so that they can select new interests next year? Our new version will provide an easy process for accomplishing this task. If you need to clear interests prior to July 1st, the best way to accomplish this is to delete all interests and then add the new/same interests back into the system.
3. Reset grade and teacher information so that parents can select the correct class information for next year? Similar to question 2- our new version will provide an easy way to accomplish this task. Again, if you need to reset students/teachers before July 1st, simply delete the teacher information and then update with new information.
4. Close the financial year? To close a year, all the bank reconciliations within the year must be completed and closed. When you close a year, your budget will be zeroed out and moved to "last year's budget".
The following information was sent to all primary PTO Manager contacts. If you are the main contact for your school and did not get this information, please email us at This email address is being protected from spambots. You need JavaScript enabled to view it. so we can update our data. Be sure to include your school name and zip code.
