If you, or another user has created a new record, but is not seen immediately when clicking into the Records section, this article aims to explain the most common reasons for this.
School / Academic Year Settings
First of all, it may be that the Record Date assigned to the record is not within the default school year enabled, or that the new school year has yet to be created. This is particularly common at the beginning of the academic year in September, and so we would recommend checking these settings.
To do this, navigate to Admin > Settings > School Year (or Academic Year for non-school accounts).
The example screenshot above shows that the 2022-2023 School Year is currently set as the 'Default' year. This means that when you click into either Records, or Reports, the records showing by default will be those within the Start and End dates of that year (in this case, those between 01/09/2022 and 31/08/2023).
To see any records related to dates outside of this range, you would need to click into 'Set Date Range' in the Records area to locate the record in question.
Creating the new School Year
At the start of each year, we would recommend creating the new School Year by navigating to the Admin > Settings > School Year area mentioned above, and clicking 'Create School Year'. From here, once the relevant year is selected, you would then need to specify the desired Start Date and End Date of that year.
For school accounts, we would normally recommend setting these as the 1st September and the 31st August respectively.
When creating the new School Year, you have the option to make this the default, meaning that when navigating to Records and Reports areas going forward will now show only the records relevant to this new school year instead. Any records from previous years can be accessed by using the 'Set Date Range' settings mentioned above.
If you wish to, you can leave the Default Year tickbox unchecked when creating the new School Year if you wish to continue to see last years' records appear by default for the time being.
The Default Year can be amended at any time by clicking Make Default under the Actions column of the School Year List tab. The Start and End dates of each year can also be amended if needed by clicking on the year in question.
Once a School Year is set as the Default, navigating to Records or Reports will now immediately show all records related to that year.
Thanks for reading!