Checklist items are central to the SchoolAdmin system. Checklists drive flexible workflows that enable the collection of information, automated reminders or communications, and the ability to move prospective and current families through your process in a clear, timely manner.
This article will explain the different types of checklist items available to you in SchoolAdmin. To learn more about Checklist Settings, such as parent explanations and additional criteria, click here.
How-To: Use Different Checklist Types
There are several different types of checklist items that are available to use, each with their own special properties and behaviors. You can use a combination of different types on your checklist to best support your processes. Read on below for a description of each checklist type.
Click to jump to a specific type:
* Basic *
Basic type checklist items can be used to record basic tasks that a family or your internal team needs to complete as part of the admissions and/or enrollment process. For example, you could have an internal-only Basic checklist item for 'Welcome Letter Sent', so that your team can track when they have completed this step.
Within the checklist item details, you can determine whether a Basic checklist item can be marked complete by only your internal team ('Admin' option) or by the parent as well ('Admin & Parent' option).
If the 'Admin & Parent' option is selected, parents will see a blue 'Mark as Complete' button next to the checklist item in the Parent Portal. When that button is clicked, the checklist item will be marked complete on both the parent and admin side.
If you have a parent-facing Basic checklist item that can only be completed by your internal team, you should be sure to specify in the explanation how the checklist item can be marked as complete. For example, "this item will be marked as complete upon receipt of your test scores".
Common use cases:
Official test scores being received by the school.
Downloading a student handbook or other document.
Inquiry engagement plans such as inviting to events or follow-up actions.
Internal process steps such as sending an information packet or performing a verification step.
* File Upload or Multiple File Upload *
File Upload and Multiple File Upload type checklist items are used to collect additional documents - such as PDFs, images, and other file types - by allowing them to be uploaded directly to the checklist. These files can be uploaded by the family from the Parent Portal, or by an admin from the student contact record. All file types are accepted as long as they do not exceed the File Size Limit set on the Basic Setup page.
The File Upload checklist item is restricted to a single uploaded file, while Multiple File Upload allows for multiple files to be uploaded to the same checklist item. Please note: With both Single and Multiple File Uploads, uploading a single document will mark the checklist item as complete.
IMPORTANT - Note on Uploaded File Visibility:
If an Admin internally uploads any files to a File Upload checklist item for a student, the files cannot be viewed or downloaded by the parent in the portal.
If an Admin internally uploads any files to a Multiple File Upload checklist item for a student, the files can be viewed or downloaded by the parent in the portal.
Common use cases:
Unofficial test scores.
Upload of audio or video work for art programs.
Signed and scanned forms.
IEPs or 504 Plans.
* Calendar *
Calendar type checklist items are linked to a calendar in SchoolAdmin and can be used to allow parents to book appointments in the Parent Portal or allow admins to book them from the student contact record. Calendar checklist items should be manually marked as complete after the student or parent attends the event. Click here to learn more about how to link calendars to checklist items.
Please note: In order for families to see the Schedule Appointment option on the checklist item in the Parent Portal, you must have the ‘Allow parents to book appointments via the checklist in the Parent Portal’ option checked in the linked calendar's settings.
Common use cases
Student visits or evaluations.
Parent or Student interviews.
* Custom Fee *
Custom Fee type checklist items are used in conjunction with Online Form type checklist items to allow you to collect additional fees on your forms. Custom fees can be driven off selections the parent makes on a form. When setting up a Custom Fee type checklist item, you must also select the appropriate Fee Grouping and Associated Form. Click here to learn more about Custom Fees.
Common use cases:
Test registration fee.
Sports registration fee.
Book or t-shirt purchase fee.
* Online Form *
Online Form type checklist items are linked to a custom admissions form or custom enrollment form in SchoolAdmin. Click here to learn more about online forms.
When configuring Online Form checklist items, you will need to choose an option for the 'Allow form to be completed by' setting. Available options are:
Parent: Only the parent can fill out the form. All online forms default to this selection.
Admin: Only an admin at the school can fill out the form (internally from the student's contact record). If the checklist item is set to Required or Optional, parents will still see it on their student's checklist in the Parent Portal, but they will not have the option to complete the form.
Both: This allows both parents and admins at the school to fill out the form.
Common use cases:
Student statement or essay.
Emergency contact information form.
Release or permission forms.
Internal interview notes.
* Recommendation Form *
Recommendation Form type checklist items are linked to an online teacher recommendation form in SchoolAdmin. These forms can be sent to teachers or other recipients outside of the system. They also remain confidential to the school and have a unique workflow that allows both parents and admins to monitor the progress. Click here to learn more about Recommendation Forms.
Common use cases:
Teacher recommendation forms.
Pastor recommendation forms.
Coach recommendation forms.
* Contact Profile Picture *
The Contact Profile Picture type checklist item allows for parents or admins to upload a profile picture for a student. When an image is uploaded, it will automatically appear on the summary tab of the student's contact record. The upload workflow includes controls for cropping and rotating the image. Only one contact profile picture can be uploaded for each student. At this time, parent profile pictures are not supported.
* Document Request Form *
Document Request Form type checklist items are linked to a checklist item request form in SchoolAdmin. They are similar to recommendation forms but with a different welcome screen and more customizable email templates. Document Request Forms can be combined with other features like file upload on forms to enable the collection of transcripts, school records, or evaluation forms. Click here to learn more about Document Request Forms.
Common use cases:
Transcript or school record requests.
Evaluation or interview forms.
How-To: Use Special Checklist Types
Some checklist items have special behaviors that drive workflows. There can only be one of these items active in any term:
* Application *
The Application checklist item is linked to your currently active Application Form in SchoolAdmin. It drives the application workflow and is unique in that it has a special link in the Parent Portal, can have application fees attached to it, and flows through the form import process.
* Application Fee *
The Application Fee checklist item is linked to the Application form and is completed when the applicable application fee for the student is paid online through the Parent Portal (for credit card or e-check) or is manually marked complete by the admin (for check payments or custom payment methods).
* Contract *
The Contract checklist item is linked to your currently active Contract Form in SchoolAdmin. It has a special workflow and supports tuition, fees, payment plans, and deposits. To learn more about contracts, click here.
* Deposit *
The Deposit checklist item is linked to the Contract form and is completed when the applicable deposit for the student is paid online through the Parent Portal (for credit card or e-check) or is manually marked complete by the admin (for check payments or custom payment methods).
* FACTS Integration *
The FACTS Integration checklist item is used in conjunction with FACTS, for schools who have set up and are using the FACTS integration with SchoolAdmin. This checklist item is automatically marked as complete once the parent has linked to their FACTS account and completed their agreements in the FACTS system. To learn more about the FACTS integration, click here.