Year End Transitions - Tracking Students


Best Practice – Creating Alumni

When students are graduating out of your school you will want to track that they are now alumni. Add in a grade level option for Alumni to track these.

You may also want to track what year they became alumni.  This can be done through a Custom Field.



Adding in Grade Option for Alumni

Go to People / Configuration / Student Form and add in a new option for Alumni.


When editing the grade level options do NOT edit the current options available.  Grade level options are set up as follows:

1st Grade|1

What you want presented to the parent(horizontal pipe)information presented in your reports





Adding a Custom Field to Track Graduation Year

You may want to track what year students will graduate.  Example – track graduation year from high school. This will be great information to have if you want to know which students were in class together.  To do this, you will need to capture the data in a Custom Field.  The Custom Field is created for Graduation Year with the options for Class of 2020, Class of 2021, etc. Set the Custom Field for Administrator Only. 


Only Membership Toolkit Team Members can create a new Custom Field for your organization. If you would like us to create a new Custom Field, go to the Help Desk and create a Help Ticket. Let us know what Custom Field you would like created and if you know the options you want included let us know that as well. You can edit the Custom Field options once it has been created.


Editing a Custom Field

There are three ways an Administrator can edit information in a Custom Field.

  1. Go to the Contact Record and edit.
  2. Go to the list of parents or students and turn on the function to edit.
  3. Go to the list of parents or students and update a group of fields at one time using the mass update. This option allows you to filter your list, select all, and then choose the field to be updated.



At the end of the school year there are two options for promoting students to the next grade level for the next year.

1. Allow parents to update their student’s grades when they update their student information.

2. Administrators can promote all students in the database at one time.