Bulk Status Updates let you change the status for many guardian and child records at one time. This is helpful when you need to clean up a list, move a group of records to the next step, or update records after an event.
How does this help users?
Before this update, users had to open each family record and change statuses one at a time. Now, users with the correct permission can update many records from the Families table in one action.
This can save time when updating groups of records, such as:
Moving several leads to a new status
Updating a waitlist group
Marking multiple families as withdrawn or lost
Cleaning up old or incorrect statuses
Who can access this feature?
Users must have the Bulk Update Statuses permission. Admins should only give this permission to users who understand the enrollment process well. Bulk status changes can affect many records, and there is no "go back" button.
An individual's user settings can be accessed via Settings → User Information → View/Edit a user → User Permissions → Bulk Update Statuses.
User settings for a group of people can be set via Settings → User Information → View User Permissions → Bulk Update Statuses.
How to use Bulk Status Updates
Click Families in the lefthand navigation bar.
Use the tabs or filters to find the group of records you want to update.
For example, you may want to filter to a specific status, location, age group, or custom list before starting.
Click Group Action. This turns on selection mode on the Families table.
Select the records you want to update. Be careful here: Bulk Status Updates can apply to a large group of records based on your current filter. Review the selected records before continuing.
Click Next.
Select Update Statuses from the menu.
In the Bulk Update Statuses window, choose the new status. Note that the system only shows statuses that all selected records can move to.
Fill out any required fields. Depending on the status you choose, you may be asked for details.
Choose whether to check Run workflow automations.
Leave it unchecked if you only want to update the status.
Check it if workflows tied to that status change should also run.
Click Next.
Review the warning message.
Click Proceed to apply the update.
What happens next?
After you click Proceed, the status update is submitted. You will see a confirmation message that says Status change applied.
For small groups, changes may appear after a few minutes. For larger groups, processing may take several minutes. Do not be alarmed if the changes take awhile to be populated.
Important reminders
Bulk Status Updates are powerful and should be used carefully.
The selected status is applied to every selected record.
Bulk status changes are not reversible from the bulk update screen.
Some status changes require extra fields before you can continue.
Workflow automations only run if you check Run workflow automations.
Large updates may take several minutes to finish.
If you do not see the Update Statuses option in the Group Action menu, ask an admin to confirm that you have the Bulk Update Statuses permission.