End Of Year Checklist
General tasks
Overview
This guide is designed to help you prepare for the end-of-year break.
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Centre Closure
🔲 Report Centre Closure to CCS
- 💻 CCSS > CCS Settings > Service’s details (Tab)
- Fill out the Service Temporarily Closing section.
🔲 Add a Calendar Event
- 💻 Configure > Events
- Create an event to let your families know which days you are closed and also prevent checklists + auto posts from generating.
🔲 Bulk Delete Attendances
- 💻 Attendances > Weekly Attendances
- Go to the week you are closed, click Get Report, then Bulk Delete Attendances (at the bottom of the report)
Children
🔲 Add an End date for Children who are leaving
- 💻 Children > Manage Children
- Check the boxes next to the children's names and scroll to the bottom of the screen, Click on Action > Bulk Apply Finish Date.
- From the Calendar select the last date (inclusive)
- Click on Apply Finish Date.
🔲 Deactivate Children who have already left
- 💻 Children > Manage Children
- Click the red ⛔ button in the Actions column next to the child's name.
🔲 Cease CCS Enrolment for Children who have left
- 💻 Children > Manage Children > Child Profile > CCS (tab)
- Enter a Cease Date and Update Enrolment to CCS.
🔲 Complete Re-enrolments for next year
- 💻 CRM > Re-Enrolments
- Click Edit and then Confirm Re-Enrolment
Families
🔲 Advise Families who are leaving about changes to their access
- Write a post to let families who are leaving know that they may soon lose access via the app, but can still log in to the web portal to view past records, posts, and photos of their child(ren).
- Parent Portal Guide
🔲 Deactivate Parents/Carers/Emergency Contacts of children who have left
- 💻 Children > Manage Carers / Guardians
- Click the red ⛔ button in the Actions column next to the child's name.
🔲 Ensure that all new parents/carers have correct permissions
- 💻 Children > Manage Children
- Permissions will show as an icon next to each parent/carer's name in the Parents/Carers column.
- You can hover over the icons to see which permission it represents.
🔲 Balance & Deactivate Family Accounts for families who have left
Sign-Off Reports
🔲 Incident Reports
- 💻 Health & Safety > Incident Reports
- Archive any unsigned reports where the child/family has already left.
🔲 Medication Reports
- 💻 Health & Safety > Medication Reports
- Mark all administered medication records as Completed. If they were not administered, they can be deleted.
- Ensure all recurring medication records have an end date.
Update (for next year)
🔲 Events
- 💻 Configure > Events
- At the bottom of the page, you can export the current year's events to excel and change the dates for the new year.
- Create a helpdesk ticket and attach your spreadsheet to have your new events uploaded.
🔲 Menus
- Create a helpdesk ticket to stop your current menu rotation (make sure you include the dates) and attach a new Menu Template to start in the new year.
🔲 Rosters
- 💻 Staff > Roster
- Build and publish your new roster for January so staff know when they are working ahead of any time off.