Seat Tracker

Seat Tracker calculates the seats available in your school programs by grade level based on numbers you input for capacity, returning students, and lottery seats filled.

• The Seat Tracker and Seat Availability Report will display data for the grades that are configured for the program.

Setting Up Seat Tracker Permissions

Set the permissions for Seat Tracker by navigating to Settings > Manage Users > User Groups & Permissions > Edit or Add a user group.

1. Select one of the following permission levels for this user group:

• View Seat Tracker - Ability to view Seat Tracker data.

• Manage Seat Tracker - Ability to view and manage Seat Tracker data.

2. Click “Save User Group”.

Combine permissions for Reports and/or Schools/Programs to give flexibility of access to admins.

• View Permission

  • View Seat Tracker + View Reports permissions - Admin can view and export Seat Tracker data for any program(s) they have permission to.

  • View Seat Tracker + Schools/Programs permissions - Admin can view Seat Tracker data and see the Guardian View configuration for any program(s) they have permission to.

• Manage Permission

  • Manage Seat Tracker + Manage Reports - Admin can manage and export Seat Tracker data for any program(s) they have permission to.

  • Manage Seat Tracker + Schools/Programs permissions - Admin can manage Seat Tracker data and Guardian View configuration for any program(s) they have permission to.

Select Program Grades for Seat Tracker

Seat Tracker displays grades selected for the program at Settings > Schools/Programs > Manage Programs > Edit or Add a Program > Application Settings tab > Program Grades.

1. Select grades that apply to this program.

   • Selected grades will be visible per program in Seat Tracker.

   

Add Capacity and Returning Student Numbers

Once Seat Tracker is set up and permissions are assigned, add capacity and returning student numbers to calculate the seats available for each program grade.

To calculate seat availability:

1. Navigate to Reports > Seat Tracker.

2. Make selections from one or more filters (e.g., School(s) or Program(s)) and click “Apply Filters”.

    

   

3. Manually enter or import numbers for “Capacity” (total seats) and “Returning Students” for each program grade. The available seats for the program grade are immediately calculated. Lottery cutoff numbers are provided only for reference. Click the “Lottery Cutoff” column heading to change the cutoff numbers.
   The calculation to determine the # of seats available for a program is: Capacity - Returning Students - Lottery Seats Filled = Seats Available

   

4. Once lotteries are run, the “Lottery Seats Filled” numbers will be displayed, and the “Seats Available” column will be updated.

   

5. Click “Save Seat Tracker” to save any numbers you have entered or imported.

6. Click the Export button to export Seat Tracker data.
    

Importing Numbers for Capacity & Returning Students

Seat Tracker numbers for Capacity and Returning Students can be manually entered or imported using Sync Service.

To import data into Seat Tracker:

1. Create a spreadsheet with columns for unique Program ID, Grade, Capacity, and Returning Students(optional), and save it as a CSV file.

2. Set up an Ad hoc connection in Sync Service.

3. Click “Configure Mapping” for the Ad hoc connection.

4. On the left navigation, click “Import Seat Tracker Mapping”.

5. Click “Capacity and Returning Student Numbers”.

6. Upload the CSV file.

7. Enter the name of the Program ID field/column.

8. Enter the name of the Grade field/column.

9. Enter sample Program IDs and corresponding grades from the uploaded file (optional).

10. Click the “Field Mapping” tab.

11. Map the fields from the CSV file to the SchoolMint Enroll Fields.

12. Click Save.

13. Click the “All Connections” button in the left navigation bar.

14. Click the More menu (three dots) on the Ad hoc connection card.

15. Select “Import Seat Tracker Capacity and Returning Student Numbers”.

16. The message “Sync Operation was successful!” is displayed if the data is imported successfully.

17. Return to Seat Tracker to confirm the numbers were imported.