This guide will show how the School's Administrators prepare for a new school year by importing the new list of students and archiving the old information.

A typical roll-over for a new year involves two basic steps listed below.  These steps do not necessarily have to happen at the same time and, in particular, step 2 will usually happen just after the new year starts.  In addition, some steps can occur multiple times as new information is entered into your Student Administration System.

The process of archiving students' profiles, groups and eForms moves them into the Archive section. These will no longer be available for viewing by teachers or other staff on their mobile devices or via the website interface. Only the Operoo administrators can view the archived data.

These steps are only done once and must be performed carefully as once you archive a student profile, the connection between the parent and the school is severed. 

For the new year you will typically need to:

Please follow the steps below:

1. Go to Reports/Archive.

3. The next page will show all the group names, # of profiles in each group, and the eForms created.  Tick the box next to the group name, profiles, and eForms to archive.

NOTE: For the example above, we are going to archive the following:

4. Click the Confirm Archive button to proceed. 

5. The next page will show a summary of what will be archived. Please carefully review the list. Once confirmed, please type your password in the box on the lower left side of the page, and then click the Conform button on the on the lower left side of the page.

This step enables the school to do the following:

This step is typically done several months before the new year starts (when the school knows about the new students). This gives the parents of new students plenty of time to enter the required details.  It can also be repeated multiple times as new students are enrolled.

To perform this step, you will need to export an Excel or a CSV spreadsheet from your administration system containing just a complete list of the students.  The spreadsheet must contain the following data for each student:

An example FORMAT is below

• Student's First Name *
• Student's Last Name *
• Student ID
• Primary Parent's Contact Email Address (eg. the Mother's email)
• Primary Parent's Contact Mobile Number (eg. the Mother's mobile number)
• Secondary Parent's Email Address - used for notifications only (eg. the Father's email)
• Secondary Parent's Mobile Number - used for notifications only (eg. the Father's mobile number)
• Group Name 1* (Name of a group the member belongs to eg. Class, Level or Team)
• Group Name 2 (Name of a group the member belongs to eg. Class, Level or Team)
• Group Name 3 (Name of a group the member belongs to eg. Class, Level or Team)

The Operoo system will now start to send profile request messages to the primary carer asking them to complete the health and safety details for the student. It will also update the existing Operoo profiles and add them to their new groups.

NOTE: Assigning new profile requests to more than three groups is currently NOT possible. The spreadsheet containing the details of the new profile requests should only contain a maximum of three groups. If you need to assign these new profile requests to more than three groups, please follow these steps:

Prepare another spreadsheet that contains only the following: 

Finally, import them the same way you did it with the new students. :)

Note: Should you need to assign a profile to more than three groups, you may follow the format below:

For further assistance in doing the rollover, please reach out to Operoo Support Team via email - support@operoo.com or through the Live Chat feature or call our Support Hotline

For schools using the Operoo integration with SAS2000 or Synergetic, please refer to this article: How does an Administrator do the Roll-Over Process for Schools With Integration?