Annual School Year Rollover Checklist

1. Create New Groups

Set up any new Groups that will be used during the upcoming school year.

Create a new graduating class Group for incoming students.

Example: Class of 2030

Create new annual Groups for any clubs using x2VOL.

Example: National Honor Society (NHS) 2026–2027

2. Create New Goals

Create Goals for your new Groups as needed.

Add new Goals for each Class Group.
Add new Goals for each Club Group.
Review existing Goals to determine whether they should be reused or updated for the new school year.

3. Archive Outdated Groups

Keep your account organized by archiving Groups that are no longer active.

Archive the graduated Class Group.
Archive annual Club Groups from the previous school year after creating the new ones.

Note: Archiving a Group preserves its historical data while removing it from student Dashboards. Students cannot add hours to archived goals.

4. Review and Archive Goals

When a Goal is no longer active, you have two options:

Archive the Goal to keep your account organized.
Leave the Goal active if you'd like students to continue seeing their historical progress on their dashboards.

Choose the option that best fits your school's reporting and recordkeeping preferences.

5. Update Staff Access

Add new staff users as needed and review existing staff accounts to ensure access is current.

6. Add New Opportunities

Create or update volunteer Opportunities for the upcoming school year so students can begin logging service hours right away.

Contact your x2VOL Account Manager if you need assistance with any of the following:

Updating billing or primary contact information due to staff changes
Removing graduated students from your account (this is optional—graduates are not included in billing)
Creating or updating Groups and Goals
General guidance on preparing your account for the new school year

Prepare your x2VOL account for the upcoming school year by following these best practices. Completing these tasks helps ensure students and staff have the correct Groups, Goals, and Opportunities for the new year.