End of Year¶
Closing out a school year clears the slate: fees for the year are removed, graduates and non-returning students are deleted, myShop orders are cleared, and everyone else moves up a grade.
Before any of that happens, myblueboard backs the year up. Every account, fee assignment, payment, credit and myShop order is written to a set of files, and a final account statement is saved for every student. Those files stay available to directors permanently, one tab per school year.
This section documents what gets saved and how to read it.
The two ways in¶
| You want | Go to |
|---|---|
| The saved files for a whole year — accounts, fees, payments, credits, orders | Admin Tasks → End-of-Year Reports |
| One retained student's statement from a past year | Financials → Statements, then scroll to Previous Years' Statements |
Graduates and non-returning students are removed from myblueboard when the year closes, so they no longer appear under Financials → Statements. Their statements are still in the end-of-year reports — see Final account statements.
Parents and students reach their own past statements from myAccount. See Viewing past statements.
The reports¶
Six datasets are shown as cards you can preview on screen or download:
- Account Data — every director, student and parent account
- Fee Assignments — which student owed which fee, and whether it was paid
- Invoices — every payment recorded against fees
- Credits — credit added to student accounts
- Credits Used — credit applied to fees and payments
- myShop Orders — the store's order history, plus line items and receipts
Alongside them, the same run saves:
- Final account statements — one saved statement per student
- Fees summary spreadsheet — unpaid fees and available credits, one row per student
Start with Using the End-of-Year Reports page for how to open, preview and download any of them.
When the files are created¶
They are written during the final step of the End-of-Year Promotion process, before anything is changed or deleted.
If any part of the backup fails, myblueboard stops and makes no changes at all — no fees are deleted, no students are removed, nothing is promoted. You'll see a message saying support has been notified, and the year stays exactly as it was.
Who can see them¶
| Page | Requires |
|---|---|
| Admin Tasks → End-of-Year Reports | Admin Access |
| Previous Years' Statements under Financials → Statements | Financials Access or Accept Payments |
See Granting access.
These files contain personal information
Account Data includes home addresses, phone numbers, allergies and medication notes for every family in your program. Treat downloaded copies the way you would any student record — don't email them, and delete local copies when you're done with them.
What the files are a snapshot of¶
Each export is a copy of what was in myblueboard at the moment the year was closed — not a filtered slice of that school year. Payments, credits and orders carried over from earlier years appear in the files too, and are dated accordingly.
The one exception is the fees summary spreadsheet, whose Unpaid Fees column lists only fees for the year being closed.