Prepare Re-registration for the Coming School Year (Zero-Miss Checklist)

Goal

Prepare all required settings so schools can safely open re-registration for the coming school year with no fee, tuition, field-access, or email-template gaps.

When to run this

Run this before opening re-registration for the next school year.

Example:

• Active school year: 2025-2026
• Coming school year to configure everywhere: 2026-2027

tip

This checklist belongs to Admission & Enrollment -> New School Year. In some UI versions, the same pages may still appear under Organization Settings navigation labels.

Do Not Start the Wizard Until This Is Checked

• I confirmed the exact coming school year value (example: 2026-2027) and will reuse this exact value in every step.
• Student custom fields, access settings, and active profile sections are verified.
• Grade-level Registration and Reregistration fees are verified for every grade and saved.
• Tuition is verified and saved for Rates, Additional Fees, Discounts, and Plans for the coming school year.
• Required email templates are configured.
• I reviewed Critical Blockers below.

Critical Blockers (Read First)

danger

Phase 1 (Setup Students) will fail if there are still students in Reregistration status in the active school year.

Error: Cannot Start Reregistration for Coming School Year if there are students in reregistration status for the active school year, please enroll or withdraw them first

If this happens:

1. Go to Re-registration -> List.
2. Filter/review students still in Reregistration for the active year.
3. For each student, complete one action:
   • Enroll, or
   • Withdraw
4. Return to Admission & Enrollment -> New School Year -> Re-registration Wizard.
5. Run Setup Students again.

1) Verify Student Custom Fields Setup

Path: Organization Settings -> Custom Fields -> Student Fields

What to check:

1. In Active STUDENT Profile Sections, click Edit and confirm needed sections are active.
2. For each custom field group, click Edit and verify:
   • Profile Section
   • Group Access Settings
   • Entries Access Settings
   • Visible to Parents for Statuses includes Reregistration if parents must fill it.
   • Visible to Teachers for Statuses includes Reregistration if teachers must access it.
3. Add/update/remove fields so only required data is collected.
4. Confirm Student Primary ID Field is correct.

Definition of done:

• All required groups are in active sections.
• Required groups/entries are visible for Reregistration status.
• Primary ID field is confirmed.

Common mistakes and impact:

• Mistake: Reregistration not selected in parent visibility.
  Impact: Parents cannot fill required fields during re-registration.
• Mistake: Group assigned to inactive profile section.
  Impact: Group is hidden and skipped.

Screenshot callouts: (1) Active profile sections, (2) Student Primary ID field

Screenshot callouts: (3) Group Access Settings, (4) Entries Access Settings, (5) Visibility for Reregistration status

2) Configure Grade Fees for Every Grade

Path: Admission & Enrollment -> New School Year -> Grade Fees
Older navigation: Organization Settings -> Onboarding

What to check:

1. Review Waitlist Fee and Interview Fee if admissions flow needs them.
2. In Grade Fees, open each grade one by one.
3. Verify both sections exist and are configured:
   • Registration Fees
   • Reregistration Fees
4. For each section, verify:
   • Fee Title
   • Fee Description
   • At least one fee line item with Title, Description, Price, Quantity
5. Click Save Changes.

Definition of done:

• Every grade has valid Registration Fees and Reregistration Fees.
• Save operation is completed successfully.

Common mistakes and impact:

• Mistake: One grade is left unconfigured.
  Impact: Fees/invoices for that grade are not generated.
• Mistake: Fee item added but page not saved.
  Impact: Changes are lost.

Screenshot callouts: (1) Per-grade sections, (2) Registration Fees, (3) Reregistration Fees, (4) Save changes

3) Configure Tuition for the Coming School Year

Path: Organization Settings -> Tuition

warning

Each Tuition page has its own School Year filter. You must re-select the coming school year on every page before saving.

3.1 Rates

1. Open Rates.
2. Set School Year = coming school year (example: 2026-2027).
3. Verify grade rates.
4. Click Save Changes.

Definition of done:

• Rates is saved with School Year = coming school year.

3.2 Additional Fees

1. Open Additional Fees.
2. Set School Year = coming school year again.
3. Verify fees.
4. Click Save Changes.

Definition of done:

• Additional Fees is saved with School Year = coming school year.

3.3 Discounts

1. Open Discounts.
2. Set School Year = coming school year again.
3. Verify discounts.
4. Click Save Changes.

Definition of done:

• Discounts is saved with School Year = coming school year.

3.4 Plans

1. Open Plans.
2. Set School Year = coming school year again.
3. Verify plans.
4. Click Save Changes.

Definition of done:

• Plans is saved with School Year = coming school year.

Common mistakes and impact:

• Mistake: Only Rates is updated for coming year, other Tuition pages stay on active year.
  Impact: Parent charges/plans/discounts can be wrong or incomplete.
• Mistake: Correct year selected but not saved on one page.
  Impact: Inconsistent setup across tuition pages.

Screenshot callouts: (1) School Year filter, (2) Tuition values, (3) Save changes

4) Verify Email Templates Used in Re-registration

Path: Organization Settings -> Email Templates -> Parents -> Admission & Enrollment

Required templates:

1. Reregistration Invitation Email
2. Parent Withdraw Reregistration Student Email

Definition of done:

• Required templates exist and are active/current.

Common mistakes and impact:

• Mistake: Template missing or outdated.
  Impact: Parents receive wrong messaging or no messaging.

5) Run the Re-registration Wizard (In Order)

Path: Admission & Enrollment -> New School Year -> Re-registration Wizard
Older navigation: Organization Settings -> School Years

If Coming school year is missing, add the coming school year first, then return.

Run phases in order:

1. Setup Students (Phase 1)
   Moves enrolled students into ReRegistration for the coming school year and advances grade.
2. Reset Custom-Field Approvals (Phase 2)
   Resets approved custom-field groups to RequiredToFill for re-registration students.
3. Send Emails (Phase 3)
   Sends re-registration invitation emails to parents.

Definition of done:

• Phase 1 completed.
• Phase 2 completed.
• Phase 3 completed.

Common mistakes and impact:

• Mistake: Run phases out of order.
  Impact: Later phases stay locked or workflow is incomplete.
• Mistake: Ignore Phase 1 blocker error.
  Impact: Re-registration never starts.

Screenshot callouts: (1) Phase 1 Setup Students, (2) Phase 2 Reset Custom-Field Approvals, (3) Phase 3 Send Emails

note

Phase 2 resets approval status only. It does not delete submitted custom-field values.

Settings Matrix (Path + Field + Expected Value)

Path	Field	Expected Value
Custom Fields -> Student Fields	Active STUDENT Profile Sections	Required sections are active
Custom Fields -> Student Fields -> Group Edit	Visible to Parents for Statuses	Includes Reregistration when needed
Custom Fields -> Student Fields -> Group Edit	Visible to Teachers for Statuses	Includes Reregistration when needed
New School Year -> Grade Fees	Registration Fees	Configured for every grade
New School Year -> Grade Fees	Reregistration Fees	Configured for every grade
Tuition -> Rates	School Year	Coming school year
Tuition -> Additional Fees	School Year	Coming school year
Tuition -> Discounts	School Year	Coming school year
Tuition -> Plans	School Year	Coming school year
Email Templates -> Parents -> Admission & Enrollment	Reregistration Invitation Email	Exists and reviewed
Email Templates -> Parents -> Admission & Enrollment	Parent Withdraw Reregistration Student Email	Exists and reviewed

Final Go/No-Go Gate (Before Opening Re-registration)

• Custom fields and status visibility are verified.
• Active profile sections are verified.
• Grade fees are configured for every grade and saved.
• Tuition Rates, Additional Fees, Discounts, and Plans are each saved for the coming school year.
• Required email templates are configured.
• Wizard phases completed in order with no blocker errors.

If any box is unchecked: No-Go. Do not announce re-registration yet.

2-Minute Validation After Wizard Completion

1. Confirm Setup Students, Reset Custom-Field Approvals, and Send Emails all show completed status.
2. Open Re-registration -> List and verify students moved to re-registration for coming year.
3. Spot-check one student/parent flow to confirm required actions and fields appear as expected.

Run Record (Accountability)

• Completed by:
• Verified by:
• Completion date:
• Active school year:
• Coming school year:
• Notes/issues found: