Creating a Checklist

Required Access

Family Action Center — Contributor

A checklist is saved as a draft. Families see nothing until you press Run it.

Start from a template

The Quick start panel on Students ▸ Action Center offers ready-made checklists. Each one opens the wizard with tasks already filled in. You can change everything before you save.

Template	Tasks it adds
Family Info Review	Contact update
Field Trip Permission Slip	A permission slip to sign, one per student
Back-to-School Forms	Contact update, medical update, and an acknowledgment of the student handbook
Annual Re-enrollment	Contact update and a signed enrollment agreement
Build a custom checklist	Nothing. You start from a blank wizard.

Templates don’t choose documents for you. For each agreement or acknowledgment, pick the document your school uses.

To start without a template, click New checklist.

Step 1: Audience

Choose who needs to complete the checklist:

• All enrolled families
• Returning families
• Families new to the school: nobody in the household has attended before.
• Families with a new student: also includes long-time families enrolling a new child.
• Specific division(s), Specific grade level(s) or Specific class(es)

Tick Also include accepted students who haven’t enrolled yet to reach families of students who have been accepted but aren’t enrolled.

The audience isn’t fixed at the moment you send the checklist. While the checklist is running, families who join the audience later (for example, a newly enrolled student) receive it automatically within the hour.

Step 2: Tasks

Click Add task and pick a task type. Then write what families will see. Mosaic suggests wording for most task types. Click Edit wording to change it. Write the title and instructions in both of your school’s languages. A warning appears when one language is missing.

Task types

Update information

• Contact update: the family reviews their address, family details and guardians, and tells the school what needs correcting. One per household.
• Medical update: the family reviews each child’s medical information. One per household.

Suggested corrections go to the office for review. They don’t change the record directly.

Sign or agree

• Signed agreement: a parent reads a document and signs it, typed or drawn. Choose:
  • the Document from Forms & Documents,
  • the Agreement type (covenant, permission slip, waiver, consent),
  • whether it is one per family or one per student,
  • Who completes it: Family (either parent), or Each parent, where every custodial guardian signs separately,
  • optionally, clauses the parent initials one by one. Add clauses from the checklist page after the checklist is created.
• Acknowledgment: a parent reads a notice and confirms they have read it. This is a record, not a signature, so it suits handbooks and policy notices.

Tuition and billing (needs Tuition and Billing switched on at your school)

These complete themselves. Mosaic checks them every hour, and whenever a family or staff member opens the checklist. A payment taken at the front desk clears the task with no one touching it.

• Payment contract: done when the family has signed this year’s tuition contract. The cashier still prepares and releases each contract as usual.
• Balance cleared: done when the family’s account is paid. You can ignore charges after a date, and allow a small remaining balance.
• Fee paid: done when a particular fee, such as registration, is paid for each student. You can ignore installments that aren’t due yet.

Admissions

• Admissions checklist: done when the student has met every one of the school’s admissions requirements. Mark the requirements as received on the student’s Enroll tab, as usual.

Staff-verified

• Staff-verified (per family) or (per student): something only the school can confirm, such as attending orientation or turning in a physical form. Staff check it off from the checklist page. Families see “The school will mark this for you”.

Tiles marked Coming soon (document upload, general forms, re-enrollment form) can’t be selected yet.

Optional tasks

Signed agreements and acknowledgments can be marked Optional task — families can skip it. A family can answer No thanks, and the task shows as Declined. Optional tasks never hold up a Pass to Class.

Narrowing a task

Some tasks apply to only part of the checklist’s audience. Under Narrow this task’s audience, you can limit a signed agreement, acknowledgment or staff-verified task to returning or new families, to one division, or (for per-student tasks) to certain tuition scales.

Step 3: Timing

• When does this start? As soon as I run it, or On a date.
• When does it stop? On a date, When I stop it — this school year, or Never — ongoing, every year. Use an ongoing checklist for something every new family must do, whenever they arrive.
• Email families when they are assigned tasks. Each family receives one email listing everything new, never one email per task. Payment contract and staff-verified tasks aren’t included in the email.
• Pass to Class checklist. Turn this on when students may not start class until the checklist is done. See Pass to Class.

Step 4: Name and review

Give the checklist a name and description in both languages, check the summary, and click Create checklist.

The wizard saves a draft in your browser as you go. If you leave and come back, it offers to restore it.

Send it to families

Creating a checklist only saves it. Its status is Draft, and families can’t see it.

1. Open the checklist from the list.
2. Review the tasks on the Tasks tab. This is also where you add clauses to a signed agreement.
3. Click Run it. Mosaic shows how many families will receive it. Confirm to send.

Check the school year first

Run it assigns tasks for the school year you have selected in Mosaic. If you are sending next year’s re-enrollment, switch to next year before you run it.

Families receive tasks right away, and the email goes out the same day if notifications are on. Mosaic doesn’t send reminder emails. Use the Families tab to see who hasn’t finished.

Changing a checklist that is already running

You can add tasks to a running checklist. Families receive a new task within the hour.

Once families have a task, some of its settings are locked so that everyone is answering the same question:

• Always editable: the title, instructions, order, and whether the task is active.
• Locked once the checklist is running: the task type, and whether it is per family or per student. While the task is active, the document, clauses, signer and optional setting are locked too. To change them, set the task inactive, edit it, and make it active again.
• Permanent once anyone has signed or acknowledged: the document, clauses and languages. The task shows a Signed badge and can’t be deleted.

To run the same process again next year, open the checklist’s ⋮ menu and choose Make a new checklist like this…. The copy starts with all enrolled families as its audience. Re-check the audience, and add any clauses again.