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Readying Your Unit for the Upcoming Year
Adding people to the Just Between Friends system is the core to utilizing all the functionality the program has to offer. This not only will allow you to add people to be listed as PTA members and print their cards, but also will support your efforts to grow PTA membership in your school.
Once you enter households with email addresses, you will be able to utilize the communication capabilities in the system for yourself as well as other officers. The centralized system allows for smooth transition of PTA functions, data and history from year to year.
Here is a list of tasks to perform from the Administrator Dashboard in Just Between Friends to manage your household information and PTA roster. Remember to add as many emails to households as possible when entering information.
| Task | Why? |
|---|---|
| Do you know which households and people are currently in your group in the Just Between Friends system? Print out a community roster to see everyone in your unit | You should not re-add households or people who are already in the system. You risk duplication of data as well as create additional work for yourself and other admins |
| Wish to allow people update their own information? Use the Just Between Friends communication function (sending a notice) to invite current households to update their information | This will allow people to update their own information and save you and other admins, additional time |
| Ready to update current households? After asking people in your unit to update their own information, you may still be required to update certain data yourself | For members who don’t update things like email addresses you may wish to do this yourself. This process may/can be repeated throughout the year |
| Using your invitation code, invite new households or households not in the system to add themselves | Again, this will ask others to take responsibility for their own data. This does not mean they will be marked PTA members |
| Do you wish to check how successful you were at having people add their own information? Print your Community Roster again | This will let you know who you now need to add |
| Ready to mark people as paying members? Go to “View your people” and mark the people who are currently listed in your group, as paid PTA members for the current school year | People who are in the system already, you merely have to check as to whether they are marked as a paid PTA member |
| Ready to add missing households? Use spreadsheet and individual member entry to put households in the system | Finish off adding members, their families and membership status of anyone who is not in the system yet |
| Run reports showing the current status of your unit in the system, including: Community Roster and PTA Roster | This will tell you where you stand in the system as far as members and other individuals currently listed in the system |
| Send a notice to your unit, welcoming them to the new school year | This will introduce them to how you will use the system to communicate this year |