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Application Readiness Checklist

Emily Carlson
  • Updated

Welcome to the new year in Enroll! Please consult the resources below to configure your system for a successful season.

  Note: Ensure that you have first performed the Rollover process to activate the next year in Enroll.  The Rollover section of the Enroll User Guide will show you how. **Reviewing which fields you want to Clear on Rollover will allow you to capture new data in those fields in the new season.

Believe it or not, the best approach to planning for the new year is to think backwards!

  • Am I asking the right questions in my forms that inform lottery priorities, flags and rules that impact student placement?
  • Am I capturing data in my forms in the format that will be easy to export to my SIS and for reporting?
  • What did I learn from last season that I want to do differently this year?

Steps for A Successful Application Launch

 

Step 1 - Review Your Dates

Dates and Time Overview

Review your application and registration dates, as well as the timezone and the school years that guardians have access to.

 



 

 

Step 2 - Review Your Boundaries

Boundary Management

Have any of your existing boundary shapes/zones changed and need to be updated? Confirm that your boundaries are properly assigned to rules and priorities for the new season.

 

Click the image for details on uploading and viewing your Boundaries.

 

 

Step 3 - Review Your School and Program Settings

Are you adding any new schools, grades, or programs? Have your age restrictions on grades or birthdate ranges changed? Are your Feeder Patterns changing?

  • Grades Open for Applications: Will all grades at each Program be accepting Applications?
  • Program/School Descriptions: Do you want to add information for parents to view when selecting Programs/Schools?

Click the image to learn best practices for reviewing school and program settings.

 

 

Step 4 - Review and Edit your Application Form

Do you need to change a field type to capture data in a different format? Do dropdown options need to be updated? Should certain fields be Required or Admin-only this year?

  • Are phone numbers in your forms being captured with the Number field type? Have you formatted the Number field to match how you want to export that data?
  • Controlling how data is captured in your form (should match the format of your SIS) will make exporting that data much easier!

Click the image for guidance on application edits for the new season.

 

Step 5 - Update Platform Content and Email/Text Templates

Update content and translations for your email templates for the new year.

  • Dynamic Variables List in Email/Text Editor

Updating Platform Content

 

Updating Email and Text Templates

  • Updated as of 10/21/24: Email/text templates are now year-specific. You no longer need to make a copy and re-name your template to be specific to each year. 

 

Step 6 - Create Workflow Notifications

If you (or your team) needs to be notified when an application is withdrawn, if an address is changed on a submitted application, or when a specific answer is provided in a form field, a workflow notification makes it easy to stay informed!

Use one of the notification triggers seen below to build your workflow notification. This article will walk you step-by-step through the process.

 

Step 7 - Review Flags, Rules, and Custom Data Sources

Are your Flags and Rules configured using the most updated fields from this year's form?

  • Make sure that your custom data sources (answer options) for key fields such as Race and Relationships align with the options that you capture in your SIS.

Click the image to learn why you should and where to review Flags, Rules, and Custom Data Sources.

 

Step 8 - Adding and Removing Admin Users 

Are your Admins managing the same Programs this year? Has anyone left your organization whose account needs to be deactivated?

Adding New Admin Users

 

Removing Admin Access

 

 

Step 9 - Update the Year in Sync Service

By default, the sync import for the newly activated year (once rolled over) is OFF.  Update the year sync import setting so that the correct school year is syncing with your SIS.

 

 

Step 10 - If Scheduling Events, create new Sessions for families to attend

Make sure that you assign your Event to a Program/School and include it in your Application/Registration form.

 

 

Step 11 - Review your Application settings

You can configure optional Application settings under Settings > Applications such as:

  • Set Default Application Eligibility Status
  • Enable or Disable Appeals
  • Enable or Disable Removing Application Submission & Eligibility Statuses when Waitlist is Rolled Over
  • Enable or Disable Allowing Guardians to Submit Applications After Application End Date
  • Enable or Disable Keeping Submitted Timestamp Consistent Across All Applications for a Student
  • Enable or Disable Requiring Admins to Enter an Ineligibility Reason

NOTE: Make sure to click "Read more" at the top of the instructions to learn more about each setting

 

 

Step 12 - Test in Sandbox!

How to Test in your Sandbox Site

Submit an Application as a Guardian to each Program and Grade and check your Admin portal to confirm that priorities and flags are working as expected. Don't forget to submit test applications as an Admin on behalf of a family to confirm admin-only fields.

Click the image for steps to test your Application in Sandbox.

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