Presentation on theme: "Site Maintenance Checklist How to make your site user-friendly and accurate, and keep it that way!"— Presentation transcript:
Site Maintenance Checklist How to make your site user-friendly and accurate, and keep it that way!
What will we cover? Daily Tasks Weekly Tasks Monthly Tasks Yearly Tasks Mass-Inactivating Users Student Uploads Data Clean-up
Daily Tasks Every day, the following things should happen: Check pending bin Check items that didn’t make it to your pending bin Make sure announcements are still relevant Check your CSO calendar (if you use appointment scheduler)
Weekly Tasks Make a point to do these once a week: Double check open/close dates for events Review Task List Run weekly reports (ie: observations, appointments) Check your availability for the week
Monthly Tasks These tasks should be done every semester at minimum: Review resource library Mass email graduates: their account will switch to alumni access Check admin access to site: make sure to inactivate former employees
Yearly Tasks Larger projects should happen once a year: Login as all users to review memos, menus, help tips, processes Update all automatic emails: Tools>Setup>Templates Update student and contact user guide Email users (students and contacts): ask them to login and update their profile information
Student Uploads Benefits and advantages of student uploads: Data flows directly from registrar records Nightly updates Ability to lock down fields: students can’t update Contact your CRM for instructions!
Data Clean-Up Who? Supervisors only! When? Recommended yearly! How? 1.Remove duplicates 2.Inactivate any user that hasn’t logged into the site in over 2 years 3.Update usernames to be email addresses
How to remove duplicates 1.Run a report!
How to remove duplicates, cont. ? Now what?
How to remove duplicates, cont. 2. Send formatted report to CRM or Support
How to Inactivate Users in Mass Live walkthrough! Example (student): Tools>Reports>Mass Change Mass Change Query Type: Student Database of Change: Student Field to Change: Status –From Active to Inactive Criteria: All active students who have not logged into the system in 2 years