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Start & End of School Year Setup

Resume automatic syncing and configure your schedules for the new academic year

Available to all SchoolCal administrators who manage schedule flows.

Overview

At the start of each school year, automatic syncing is paused to prevent inadvertent release of next year's schedules. Once your schedules are published, you'll need to configure your flows and resume automatic syncing to make schedules available via the API and push them to user calendars.

How To Resume Syncing for the New School Year

  1. Log in and load current data
    • Go to go.schoolcal.co and log in with your SchoolCal credentials
    • Click the "Data" tab
    • Click the "Load Data" button to ensure you're working with the current year's data
    • For Veracross schools: You may need to update your scopes for your V3 connection
  2. Select and configure your flow
    • Click the flow you want to configure
    • Review and update the following settings:
  3. Set your date syncing preferences
    • Select either "Only future dates" or "From today to cutoff date" (if syncing only one semester or quarter)
    • Note: We do not recommend syncing a date range—that option is typically reserved for troubleshooting
    • Review other filters to ensure they include/exclude the correct people
    • Recommended: Use separate flows for students, teachers, and resources (new template options provide greater flexibility)
    • Click "Save" for each filter section after making changes (each section has its own save button)
  4. Update class exclusions
    • Delete any class exclusions from last year
    • After data has loaded, add back any classes you wish to exclude
    • Why: Internal class IDs change from year to year
  5. Configure block exclusions (new feature)
    • You may now exclude specific blocks (for example, lunch blocks)
  6. Adjust event templates
    • Make any desired adjustments to your event template
    • If you need help with the syntax, email support@schoolcal.com
  7. Test with pilot mode (recommended)
    • Put your flow into pilot mode
    • Add a few pilot users
    • Click "Sync Now"
    • Review the resulting calendar events
  8. Enable automatic syncing
    • If satisfied with pilot results, turn off pilot mode
    • Turn on "Automatic syncing"
    • Each night, SchoolCal will pull current data, identify differences, and push changes, additions, or deletions to users' calendars

End of Year Management

At the end of the school year, you can pause automatic syncing to prevent faculty and students from seeing next year's schedules prematurely while you work on rollover and schedule building. This feature allows you to control exactly when new schedules are released—first to faculty, then to students.

Follow these steps at the beginning of summer for each flow:

  1. Click "Pilot Users" and clear out all of the emails
  2. Turn off Automatic Sync and set the flow to Pilot Mode
  3. Run a Light Sync to remove all future events from calendars
  4. Repeat this process for all flows

When you are ready to release schedules to faculty only, on the filters tab, set the filter to "Do Not Include Students" and click the "Save" Button. Then you may take the flow out of pilot mode and turn Enable Automatic Syncing back on.

Then if/when you would like to include students, simply check the option to "Include students", adjust the grade levels, if needed, and click the "Save" button. At the next automatic sync, student schedules will be pushed to their calendars.

Additional Info

Need assistance? We're happy to schedule a call to help with this process. Email support@schoolcal.com for a scheduling link.