These step-by-step instructions will deactivate your graduated seniors and update all current 12th graders in your ASBWorks account to 13th grade. This ensures that graduated students are no longer able to make purchases online.
Please note: If your district has auto student imports enabled, those imports will override your manual changes and revert students back to 12th grade if that’s how they’re listed in the auto import file.
1) Inactivate all outgoing classmen
Go to: Tools > Bulk Actions > Student Inactivation
In the Grade column, filter by 12
Check the box in the top left corner to select all
Click the Deactivate button
2) Export a list of outgoing classmen
If you're only updating last year's outgoing students to inactive, it may be easier to export a list from your SIS. Otherwise, you can generate an Excel file from ASBWorks:
Go to: Admin > Individuals
Click the Print button in the bottom left corner
Print: All Names
Grade: 12
Uncheck: Active Only?
Report Format: Excel
Click the green Generate List button
3) Modify the Excel file for re-import
Open the saved Excel document
Adjust the spreadsheet to match the student import file format
Update the Grade column to 9 (for middle school) or 13 (for high school)
Follow the instructions to import students
This can be found in ASBWorks under: Online Help Manual > Import Students