New student arrivals are one of the most data-intensive moments in a school's administrative calendar. A student record needs to be created, classes assigned, parent accounts set up, medical information recorded, and multiple people notified - often at short notice and on top of everything else already on your plate.

This planner gives front office and admin staff a single document to work through for every new arrival, ensuring nothing is missed and creating a record of what was done and when.

⚠️ Before you begin: This planner is a complimentary best practice document to help you track tasks when setting up a new student account. ❌ It is not required, cannot be imported into ManageBac, and does not create or update any student records. ✅ All data must be entered directly into ManageBac+ by your team.

Complete one planner per student. File it digitally in the student's folder or alongside their physical record. It doubles as an audit trail if a query arises later about when something was set up.

What the Planner Covers

The planner is structured in six sections, designed to be worked through in order:

How to Use This Template

Download the Word document below and save a copy for each new student. The document is designed to be filled in digitally - type directly into the fields and tick boxes in the checklist section.

• Customise the template for your school - add your school name and logo to the header, and adjust any fields that do not reflect your school's data structure or naming conventions
• Create one copy per student - name the file with the student's name and enrolment date for easy filing (e.g. Onboarding_SmithAlex_2025-09-01.docx)
• Work through sections in order - each section feeds into the next; completing student details before class setup avoids having to revisit fields
• Use the checklist section as your progress tracker - tick items off as they are completed rather than at the end; this ensures nothing is marked done before it actually is
• File the completed planner - store it digitally in the student's folder alongside their enrolment documents; it serves as a record of what was set up and when

Download the Template

Tips for Getting the Most From This Planner

• Start the planner as soon as enrolment is confirmed - not on the student's first day; having the record ready in advance means the student can be set up in ManageBac+ before they arrive
• Do not delete student records for leavers - the planner includes a reminder of this, but it is worth reinforcing: always use inactive or withdrawn status, never delete, to preserve historical data
• Review the template at the start of each academic year - your school's data fields, class structures, or onboarding steps may change; update the template to match before the new intake season begins
• Share the template with anyone who onboards new students - consistency across admin staff ensures every student gets the same complete setup regardless of who processes their arrival

In Summary

• Use one planner per new student - it covers data entry, family setup, class assignment, medical information, and staff notifications in a single document.
• Customise the template with your school's name, logo, and any school-specific fields before distributing to admin staff.
• Work through sections in order and tick checklist items as they are completed - not retrospectively.
• File the completed planner digitally in the student's record as an audit trail.
• Important: This is an aid for planning only. All data should be added directly to ManageBac+

If you have questions about setting up student records in ManageBac+, contact FariaSupport through your school's plan.

Related Articles

• Managing Student Records Day-to-Day in ManageBac+: A Front Office Guide
• How to Keep Your ManageBac+ Data Clean Across the Academic Year
• Establishing Login Expectations for Your School Community
• When a Staff Member Leaves: A Data Offboarding Checklist