Students Don't know their ID #s???

As the beginning of the school year approaches and you've completed your Dr. Download, you may find that some of your incoming student's do not know what their Student ID # is and therefore aren't able to purchase on your WebStore.



Solution - Use the FORM LETTERS feature in Tracks to format letters that can be mailed or emailed out to incoming students.



Step 1 - Create you form letter by going to Form Letter Maintenance. Found by going to Reports - Customer Reports - Form Letter Maintenance.

• Create a letter code (Ex: WS)


• Type in a description for your letter


• Type in the text of your letter and insert specific fields into the proper spots by choosing them from the drop down box.


• To insert the field, select it from the drop down box and then paste it into the text of your letter.


• Selecting the "Customer No." field will provide students with their student ID numbers that are assigned to them in Tracks.

Step 2 - Go to Form Letter Printing to email or mail out the letters to your students.

• Each letter that is sent will prepopulate the specific fields into the letter for each child - providing them with their Student ID number.

This is a great way to generate mass emails/letters to all students with their student ID information as well as notify all incoming students of your school WebStore!

If you have questions or want a more in depth look at this functionality - call me!

Reminder - WS & Fall Registration Webinar Tomorrow!!

Just a friendly reminder!

Don't forget to register for the WebStore and Fall Registration webinar tomorrow!! I promise, it will be the most informative hour of your day!!

CLICK HERE TO REGISTER!!

Reporting for Student Debts

Hi WebStore Users,

If you are charging debts/fines to student accounts these payments will NOT show up on your Sales by Item/Customer report for WebStore only sales. Debts are NOT considered items and therefore will not show up on this report.

Here are your best options for viewing debt payments:

1. Run a Sales by Receipt report for WebStore only sales if you want a print out list of those that have paid off their student fines.

2. View their full WebStore transaction in their Customer History on the Workscreen which will show all of the payments that were made during their online transactions.

3. Run/Preview a Balance Due report to verify that their name has fallen off the list if they have paid their debt in full or that their amounts have been adjusted based on the amount that they paid online.

Hope you're all enjoying your summer!

Encore! Fall Registration & WS Webinar

Since some of you weren't able to attend an earlier presentation of this webinar at the end of the school year, I'd like to offer it to you again before the upcoming school year!

Topic includes:

• How to set up your WebStore for Fall Registration
• How to handle item pickup for those that buy online
• Messaging strategies using your WebStore email capabilities
• How to encourage parents and students to use your WebStore for online payments

CLICK HERE TO REGISTER!

Dr. Download & The WebStore

Hi Everyone,

It has been brought to my attention from our product team that when doing Dr. Download, you’ll have the option to Purge all your items. Since you all have WebStores – you probably do NOT want to select this option because no sync will take place to remove those items from the store, which means that these items will be purged from your Tracks system but will still be enabled on your WS.

Also, you probably don’t want to do this because it means that you'll have to re-do all your WebStore items and will lose everything that you have now.

FYI - If you do want to purge all of your items - you'll need to go through and unable them in the WebStore - sync your store to remove them from your store and then proceed with your Dr. Download.

No Computer? No Problem!

Some of your parents and students may believe that online registration requires owning a computer.

This is a misconception.

Communicate with parents to learn which of them do not own a computer. Encourage them to visit friends and family who own a computer, their local library or even your school computer lab to buy school items online.

Contrary to what some think, paying online for school items IS accessible to everyone.

Changing Color of Flyer & Poster Templates

I have sent many of you the templated fliers and posters that you can customize with your school information during fall registration and came across this helpful video that will walk you through changing the colors of the template to fit your school colors!

Check it out!

http://support.theactivenetwork.com/portal/emarketing/videos/colourchange.html

Don't forget, we have templates available for Prom and Graduation as well!

Changing WebStore Remittance Type

Hi Everyone,

Wanted to pass along some information to you about WebStore Remittances and if you change your payment method (ex: from check to ACH) in the middle of a period that spans a month, you may receive two different forms of payment for the one period.

Our payment system splits transactions at the end of the month but the payment periods are bi-weekly and not based on month end. Here’s an example of what could happen:

Period Dates: 4/27/09 – 5/10/09
Changed your Payment Information from Check to ACH on 5/2

Since we split the information on the month,

Transactions that took place between 4/27 & 4/30 – you receive check
Transactions that took place between 5/1 & 5/10/09 – you receive ACH

This will not affect the following situations:
· If no changes are made to remittance.
· If the period does not span two months when a change is made.
· If the period spans two months, but the changes are made in the first of the two months (in the example above, if the change was made on 4/28).

Hope you're having a great summer!