Tracking and Following Up

Required Access

Family Action Center — Contributor

Open any checklist from Students ▸ Action Center to see how it is going and act on it.

The checklist page

At the top is a summary:

• Status:
  • Draft: not sent yet.
  • Scheduled: sent, but its start date is still in the future.
  • Running
  • Expired: its end date has passed.
  • Stopped
  • Archived
• Audience: how many families it reaches right now.
• Active dates, Notifications, and how many families have opened it.
• Quick search: find a family by name or student ID and jump straight to their tasks.

Below the summary are counts of Families, Complete and Pending, and how many families have never opened the checklist. Those families are the ones to call.

The page has up to four tabs.

Tasks

One card per task, with how many families are complete, pending, waived or declined. Some cards add a short note, such as how many families are still waiting on the school to release a contract.

From a task’s ⋮ menu you can Edit, Share check-off, Duplicate this task or Delete it. Each card also has a switch to make the task inactive. An inactive task disappears from families’ lists, but their answers are kept. Prefer this to deleting a task families have already done, because deleting discards their answers.

Families

The Progress report, By family or By student. It shows each household’s progress, status, waivers, when they first opened the checklist, and when tasks were assigned. Expand a row to act on a single task. Export the list to Excel or CSV for phone calls or a mail merge.

Check off

Appears when the checklist has a staff-verified task. Choose the task, tick the families or students the school has confirmed, and click Mark complete. Mosaic records your name with each one.

Waive

A list for every other task. Families finish these themselves, by signing, or through an automatic check, so the only staff action here is to waive.

Waiving a task

Waive a task when the school has decided a family doesn’t need to do it. For example, the family signed a paper copy, or the student has an exception.

1. Find the task on the Waive tab, or in the family’s row on the Families tab.
2. Choose Waive and enter a Reason for the waiver. The reason is required, and it is saved with your name and the date.

Any task type can be waived. Waiving an Admissions checklist task settles the checklist task only. The student’s individual admissions requirements stay outstanding on the Enroll tab.

Reopen puts a completed or waived task back to pending. Don’t use Reopen to ask a family to sign again. If a document needs re-signing, add a new task.

Pass to Class

Turn on Pass to Class checklist in the wizard’s Timing step to use a checklist as a clearance list. You can turn it on or off at any time, even while the checklist is running.

A student is cleared when every required, active task for them and their household is complete or waived. Optional tasks never hold a student back. A payment contract counts only once it is signed.

Clearance appears in these places:

• the Students cleared count on the checklist page,
• the Passes menu, which prints cards for Cleared students, Students with requirements (listing what is still needed), or blank passes, eight to a page,
• a Pass to Class card in the family portal, and in the student portal,
• the student’s Enroll tab, at schools that use admissions requirements.

Caution

Passes and the Students cleared count include every enrolled student in the school year, not only the checklist’s audience. A student outside the audience has nothing to do, so they show as cleared.

Stopping, archiving and deleting

• Stop removes the checklist from families immediately. Nothing is deleted, and Resume brings it back.
• Extend end date appears once a checklist has expired. Use it to keep the checklist going.
• Archive keeps a finished checklist for the record and hides it from the list. Restore brings it back.
• Delete is only possible until someone has signed. After that, archive instead.

Signed agreements and acknowledgments are kept permanently. Families can always see them under Signed agreements in the portal.