Weekly & Monthly Checklist

Before Opening Registration

• Confirm event details in Admin → Events (date, venue, time slots, capacity)
• Test sandbox registration — make sure all 3 types work (Performer, Donor, Volunteer)
• Verify PayPal is live (Admin → API Config → PayPal status)
• Confirm EmailJS confirmation emails are sending for all 3 types
• Enable SMS notifications (Admin → API Config → Twilio → Enable)
• Switch concert site to Live mode (Admin → API Config → Site Mode)
• Test one real registration end-to-end

During Registration Period Weekly

• Check Admin → Registrations for pending Zelle payments — confirm once verified
• Run PayPal Sync (Admin → PayPal Sync) to catch any unconfirmed payments
• Check slot capacity — warn registrants if a slot is nearly full
• Review new donors and volunteers in School → Scholarships → Donors and School → Volunteers
• Send a campaign update via Admin → Email Campaigns (Mailchimp)

Concert Week Event

• Generate the Concert Program (Admin → Registrations → Concert Program)
• Review performer order — drag to reorder, then Lock the order
• Print per slot (11 AM and 12 PM programs separately)
• Export final registrations CSV for check-in list
• Confirm all pending Zelle payments are resolved
• Disable SMS notifications after the event to avoid stray alerts

After the Concert Event

• Export all registrations to CSV and archive
• Switch concert site to Sandbox mode (blocks new payments until next season)
• Update event status in Admin → Events
• Add new donors to the school Scholarships page if not auto-imported
• Send thank-you email campaign via Mailchimp

Posting Timeline Event

• 3 weeks before — May 16: Post first reel on Instagram, Facebook, and TikTok using the Reels Guide scripts
• 2 weeks before — May 23: Share the concert flyer in local Atlanta and Alpharetta Facebook groups
• 1 week before — May 30: Post reminder reel with growing urgency message
• 2 days before — June 4: Post final urgency reel — "Last spots available"
• Day of — June 6: Post live Stories and behind-the-scenes updates during the event
• After concert: Post highlights, photos, and thank-you message tagging sponsors

Promotion Tips

• Best posting times: Tuesday–Thursday, 7–9 PM
• Always attach the original concert flyer PNG — do not screenshot it
• Tag sponsors in every post: Steinway Piano Galleries · GA Realty Team
• Use the Reels Guide language switcher to post in English, Spanish, or Russian depending on your audience
• Pin the reel to your TikTok and Instagram profiles for maximum visibility during the registration window

Daily Daily

• Open School → Attendance — lessons auto-generate from today's schedule
• Mark attendance for each student (Present / Absent / Late / Excused)
• Add notes for any absences or late arrivals

Weekly Weekly

• Review School → Billing → Outstanding Invoices for overdue accounts
• Record any payments received (Zelle, cash, check)
• Check School → Inventory → Loans for overdue items
• Add new assessments in School → Gradebook for recent lessons

Monthly Monthly

• Generate monthly invoices — School → Billing → Generate Monthly
• Review active enrollments — pause or complete any that have ended
• Check scholarship expiry dates in School → Scholarships → Awards
• Update inventory quantities and conditions in School → Inventory
• Send monthly newsletter or announcements via School → Communications
• Export attendance report for the month (CSV) from School → Attendance
• Create report cards for students — School → Gradebook → Report Cards

New Student Enrollment

• Add student in School → Students (auto-generates student ID)
• Add guardian information
• Create enrollment in School → Enrollments (link to program + teacher + schedule)
• Set tuition type and any discount
• First invoice will be generated on next monthly billing run

End of Academic Year Annual

• Publish all pending report cards (School → Gradebook → Report Cards)
• Update enrollment statuses — Complete for graduated students
• Review and renew scholarships in School → Scholarships → Awards
• Export full student roster CSV
• Export full billing history CSV
• Archive the year's attendance and gradebook data

• 📋 Contact List (39 contacts)
• ✉️ Outreach Email Templates
• 📱 Social Media Reels Guide (EN · ES · RU)
• Concert Admin Panel
• School Dashboard
• Supabase Dashboard
• EmailJS Templates
• Mailchimp