Members: Graduating Families

Keeping an accurate and up to date database of families is very important for a number of reasons – communications, organization and accuracy are just a few reasons. As such, you’ll most likely want to ‘graduate’ or remove those families that no longer have a child within your organization. Here’s how to accomplish that…

1. ​Export your member database to a CSV file by using the Import / Export option under the Members section. Be sure to exclude all columns.
2. Sort the CSV file by student grade, student 2 grade, student 3 grade, student 4 grade, and then student 5 grade
3. Remove entire lines of members if they only have 5th graders as students in their family file.
4. Remove only the 5th grade students from families that may have other younger siblings in the family.
5. Highlight the grade columns and use your programs search and replace option to change 4th grade to 5th grade, 3rd grade to 4th grade, etc. Be sure to start with higher grades and move downward.
6. Save the CSV file
7. Import the CSV file using the Import / Export option under the Members section. Be sure to choose the “Update existing users” and “Delete users that are not present in the CSV” are both set to yes and import the file.

​​Note: We also recommend clearing out all the email list subscribers and importing your file (you only need name and email columns) as “All school-wide” subscribers.