WebSmart Online Help Change Log

This topic lists the new & updated topics in each release with the most recent release on top. If a release isn't listed, there wasn't a help update in that release.

February 23, 2023

New Topics

Topics added to Help:

Finance > General Ledger > Ledger Manager > Journal Entries > Exporting/Importing Journal Entry Line Items

Technical Documents added:

Charter First User Guide (updated)

Exporting/Importing JE line items

Revised Topics

Updated Version and Copyright

November 17, 2022

New Topics

Topics added to Help:

             My Portal - Employee Portal > Requisitions > My Portal – Requisitions Overview

             My Portal - Employee Portal > Requisitions > Create Requisition Categories

             My Portal - Employee Portal > Reimbursements > My Portal – Reimbursements Overview

Technical Documents added:

Charter First User Guide

P-EBT Summer Submission

How to find Remove Blank rows in CSV file

How to find Remove Blank rows in excel file

Revised Topics

Finance > HR > Staff Manager > Payroll > Employment Contracts

Added ‘Yrs Prior Teaching Exp’ and ‘Increment Teaching Exp’ fields to Contract Attributes.

Finance > HR > Staff Manager > Demographics

 Added W2 Consent

My Portal > Employee Portal > Employee Portal Overview

Added W-2 Opt out option

WebSmartHelp Welcome Page > Changed the TeamSupport Website link to https://app.na3.teamsupport.com/

UI updates:

My Portal > Employee Portal > Requisitions > Return Rejected Req to Approval Process > Edit

              Finance > Human Resources > Leave > Leave Forms > Edit/Delete a Leave Form > that window

              Finance > Payroll > Pay Schedules > Add Calendars > Payroll Periods

              Student > Students > Student Codes > Demographic Flags – all codes

 Student > Students > Student Codes > Discipline – all codes

 Student > Students > Student Codes > Indicators – all codes

 Student > Students > Student Codes > Special Ed – all codes

              Student > Students > Student Manager > Add a student

              Student > Students > Student Manager > Contact Info > Add Student Contact Information

 Student > Students > Student Manager > Contact Info > Add Contact for Student

              Student > Students > Student Manager > Contact Info > About Student Contacts

              Student > Students > Student Manager > Enrollment > ADA Enrollment

              Student > Students > Student Manager > Enrollment > Add an ADSY Enrollment

              Student > Students > Student Manager > Enrollment > Lock Facility

              Student > Students > Student Manager > Enrollment > Enrollment Comments

              Student > Students > Student Manager > Enrollment > Truancy

              Student > Students > Student Manager > Enrollment > Extended Year Enrollment

              Student > Students > Student Manager > Enrollment > Add/Edit Student Course Schedule

              Student > Students > Student Manager > Enrollment > Programs/Statuses

              Student > Students > Student Manager > Programs/Statuses > Emergent Bilingual/Eng Learner

 Student > Students > Student Manager > Programs/Statuses > Economic Disadvantage >

Completing the Census Block

              Student > Students > Student Manager > Programs/Statuses > Economic Disadvantage >

                              Econ Disadvantage Status

              Student > Students > Student Manager > Program/Statuses > At Risk Indicators  

              Student > Students > Student Manager > Program/Statuses > Section 504 Enrollment         

              Student > Students > Student Manager > Program/Statuses > Transportation

              Student > Students > Student Manager > Program/Statuses > Other Program Info

 Student > Students > Student Manager > Program/Statuses > Bilingual

 Student > Students > Student Manager > Program/Statuses > English as a 2^nd Language / ESL

 Student > Students > Student Manager > Program/Statuses > Gifted and Talented

              Student > Students > Student Manager > Program/Statuses > Covid removed

              Student > Students > Student Manager > Program/Statuses > Pregnancy Related Services

 Student > Students > Student Manager > Student Manager Overview

 Student > Students > Student Manager > Special Ed > Assessments

 Student > Students > Student Manager > Special Ed > Instr Setting Enrollment

 Student > Students > Student Manager > Special Ed > Comments

 Student > Students > Student Manager > Special Ed > Residential Facility Residency History

 Student > Students > Student Manager > Special Ed > Health Info

 Student > Students > Student Manager > Special Ed > Permanent Record

 Student > Grades > Grade Book > Setup Grade Book > Teacher Side

 Student > Grades > Grade Book > Use Grade Book > Add Assignments

 Student > Grades > Grade Book > Use Grade Book > Anatomy Grade Book Grades Tab

 Student > Grades > Grade Book > Use Grade Book > Enter Assignment-Based Grades

 Student > Grades > Grade Book > Use Grade Book > Entering Skills-Based Grades

 Student > Grades > Grade Book > Use Grade Book > Post Attendance

 Student > Grades > Grade Book > Use Grade Book > Submit Grades / Lock Cycle

 Student > Grades > Grade Book > Use Grade Book > Attendance with Remote Learning

 Student > Grades > Grade Book > Other Grade Book Functions > Change Course Links

with Teacher-Created Grading Policies

 Student > Grades > Grade Book > Other Grade Book Functions > Unlock Cycle / Unsubmit Grades

 Student > Grades > Grade Book > Other Grade Book Functions > Grade Book Log

 Student > Grades > Grades Set Up – Administrators > Create Grading Schemes

 Student > Grades > Grades Set Up – Administrators > Add Grade Modifiers

 Student > Scheduling > Course Catalog > Add Courses

 Student > Scheduling > Course Catalog > Define Course Attributes

 Student > Scheduling > Course Catalog > Define Course Defaults

 Student > Scheduling > Course Catalog > Define Scheduling Settings

 Student > Scheduling > Course Catalog > Add a Prerequisite

 Student > Scheduling > Course Catalog > About Dual Credit Courses

 Student > Scheduling > Graduation Plans > Create Graduation Plans

 Student > Scheduling > Graduation Plans > About Graduation Plans

 Student > Scheduling > Schedule Manager > Create & Configure Master Schedules

 Student > Scheduling > Schedule Manager > Grading Topics

 Student > Transportation > Bus Routes

 Student > Transportation > Rider Eligibility Codes

 Student > Health > Immunizations

August 25, 2022

New Topics

Students

Students>Student Manager>Permanent Record>Report Cards

Added text and screenshots for the printing of report cards from student's permanent record

Students>Grades>Report Cards

Added text and screenshots for the entire Report Card process includes setup, creation of report cards, printing and other features

Revised Topics

Students

Students>Student Manager>Contact Info

Updated text and screenshot of new PRC (Receive Printed Report Card) indicator in the contact information

May 19, 2022

Revised Topics

Finance

General Ledger>Ledger Manager>Journal Entries

Added text and screenshots for Upload Journal Entry

February 24, 2022

New topics

Compliance > Charter/Local

Charter First Overview

Charter First Anatomy

Charter First Reports

Charter First Automation

Revised topics

All Compliance sections are updated with new UI:

State

Federal

Charter/Local

Compliance Reports

All General Sections are updated with new UI:

My Account

My Portal

Employee Portal Overview

Requisitions

Reimbursements

Most Finance sections are updated with new UI:

General Ledger

Human Resources

Payroll

Purchasing and AP

Purchasing and AP Overview

Purchasing

Payables

Payments

November 18, 2021

Revised topics

Students

Student Codes > Indicators

Indicators Overview: Updated text and screenshots

EB Indicators: Updated text and screenshots

Contact Types: Updated text

Student Manager > Programs/Statuses

Programs/Statuses Overview: Updated text and screenshots

Emergent Bilingual/English Learner: Updated text and screenshots

Compliance

Federal > IRS 1099

Overview: Updated screenshots

Create 1099s: Updated screenshots

Edit 1099s: Updated screenshots

July 22, 2021

Revised Topics

Finance

Human Resources > Staff Manager > Set Up a New Employee > Roles: Updated text and screenshots

Payroll > Process Payroll > Payroll Batches > Edit Employees Scheduled Payments: Updated text and screenshots

Purchasing & AP > Purchasing

Requisitions: Updated text and screenshots

Purchase Orders: Update text and screenshots

Students > Student Manager > Enrollment

Truancy: Updated screenshots

Enrollment Overview: Updated text and screenshots

Add and ADSY Enrollment: Updated text and screenshots

June 10, 2021

New topics

Admin > District

Campuses > Annual Information > Link a Summer School Attendance Track to a Campus

Instructional Periods > Add an ADSY Attendance Track, Add a Summer School Attendance Track

Finance > Purchasing & AP > Purchasing > Purchase Orders > Duplicate a Purchase Order

Students

Atendance > Summer School Attendance

Scheduling > Schedule Manager > Create & Configure a Summer School Schedule

Students > Student Manager > Enroll Students in Summer School, Add an ADSY Enrollment

Revised topics

Admin > District > Instr Periods > Add an Instructional Period: Updated text & screenshots since attendance model is hard-coded.

Finance > HR > Staff Manager > Add an Employee: Updated text & screenshot for new search fields in Add/Find Staff.

Students > Students > Student Manager

Add a Student: Updated text & screenshot for new search fields in Add/Find Student.

Enrollment > Truancy: Updated text & screenshot for new Excessive Absences field

May 13, 2021

New topics

Admin > Payroll Import Definitions

Finance > Payroll: Import Hours for a Payroll Batch - Timesheets, Payroll Batch Bulk Import, Add Time Import File Definitions, Add Timeclock Job Codes, Create & Print Payroll Checks

Purchasing & AP > Payments: Create and Print Payroll Liability Checks

Revised topics

Purchasing & AP > Create an AP Check Run in Make Payments, Payments Overview: Added info about payroll liabilities check run

Students > Students > Student Manager: Added info about the new demographic information release fields.

April 15, 2021

New topics

Finance > Payroll: Create a Standard Payroll Batch, Create a Supplemental Payroll Batch, Anatomy of a Payroll Batch Window, Add Staff to a Payroll Batch, Edit Employee Scheduled Payments, Anatomy of Payroll Payment Detail Window, Handle Payroll Batch Errors, Submit a Payroll Batch

Revised topics

Finance > Payroll > Monthly Payroll Checklist: Added links to new topics in the checklist

March 18, 2021

New topics

Finance

HR

Leave: About Leave Policies

Staff Manager > Leave: Adjust an Employee's Leave Balance, Initialize Leave Balance

Payroll > Benefit Programs: Add a Subscription Based Benefit Program

Revised topics

Finance

HR

Leave > About Leave Forms: Added info about post-dating forms and spreading leave across months

Staff Manager

HR Info > Leave Policy Elections > Add Leave Policy Elections: Added info about the ability to accrue leave with a future date for future hires

Leave > Set Up Leave Bank for a New Employee: Revised for changed way accrual works and for the ability to accrue leave with a future date for future hires

Payroll > Benefit Programs > About Benefit Programs, Add Election Based Benefit Program, Add Offering Based Benefit Program: Added more information about how benefit programs work & are set up

February 18, 2021

New topics

Compliance > Compliance Reports Overview: Information about favorite reports

Students

Health: Health Menu Overview, Immunizations, Health Tests

Student Manager > Special Education: Assessments, Instructional Setting Enrollment, Add or Edit Disabilities, Add or Edit Special Ed Services, Add or Edit ARD History, Add or Edit IEP History, Add or Edit IEP History, Add or Edit SELA Detail, and SPED Comments

Student Reports Overview: Information about favorite reports

Revised topics

Finance > Finance Reports Overview: Added info about favorite reports

January 21, 2021

New topics

Student > Attendance > Support Codes: ADA Eligibility Codes, Instructional Settings Codes, Leaver Reason Codes, Non-District Campus Codes, Population Served Codes, Student Attribution Codes, Support Codes Overview

Student > Students > Codes Tables

Demographic Flags: At Risk Entry Codes, Crisis Codes, Demographic Flags overview, Economic Disadvantage Types, Parental Permission Codes, Promote Retain Codes, SSI Promotion Retention Codes, Student Comment Categories

Discipline Codes: Behavior Locations, Disciplinary Action Codes, Disciplinary Action Reasons Codes, Disciplinary Length Difference Reason Codes, Discipline Codes Overviews

Indicators: CATE Indicators, Contact Types, Countries, Indicators Overview, LEP Indicators, Single Parent Codes, Title I Eligibility

Special Ed: Assessments, Child Count Funding Types, Deaf Program Indicator Codes, Disability Codes, Dyslexia Risk Codes, Interpreting Services Type Codes, Special Ed Codes Overview, Special Education Services Codes, Speech Therapy Indicator Codes

Student > Students > Student Manager

Enrollment: ADA Enrollment, Add Student Course Schedule, Career and Technology Information, Edit Student Course Schedule, Enrollment Comments, Enrollment Overview, Extended Year Enrollment, Locker Facility, Other Annual Information, Truancy

Programs/Statuses: At Risk Indicators, Economic Disadvantage Status, Limited English Proficient/English Learner, Section 504 Enrollment, Transportation Enrollment, Other Program Info

Student > Transportation: Bus Routes, Rider Eligibility Codes, Transportation Tables Overview

December 10, 2020

New topics

Admin

District > Campuses > SIS Information > Designate Default Attendance Codes

Global Settings > Set Up Grade Book Backdating Window

Reports > IRS 1099 Extract

Compliance

Federal > IRS 1099: IRS Form 1099 Overview, About the 1099-NEC, Create a Form 1099, Edit a Form 1099, Compile 1099 Data, Print/Reprint Form 1099

Reports > Generate the IRS Form 1099

Student

Attendance: Attendance Changes for Remote Learning; Support Codes > Create Attendance Codes for Remote Attendance; Edit Attendance in Attendance Manager

Grade Book > Attendance: Take Attendance - Campus-Wide Remote Asynchronous; Take Attendance - Campus-Wide Remote Synchronous; Take Attendance - Hybrid Model

Scheduling > Schedule Manager > Calendar: Grading Calendar Overview, Edit the Grading Calendar - Grading Cycle, Edit the Grading Calendar - Period Layout / Attendance Model

Revised topics

Finance > Purchasing & AP > Vendors > Vendor Tax Information: Added info about 1099-NEC

Student

Grade Book > Attendance > Post Attendance: Revised for remote attendance

Schedule Manager > Edit the Grading Calendar: Added information about the grading calendar - attendance model

August 20, 2020

New topics

Finance > HR > Staff Manager: COVID-19 Screening - Staff

Students

Reports > Contact Tracing Report

Students > Student Manager: COVID-19 Screening - Student, Add a Health Test

July 23, 2020

New topics

Admin > Set the Promote Encumbrance Window

GL > Ledger Manager: Ledger Manager Overview, Closing a Ledger, Designate Purchasing Encumbrance Options, About Purchasing Encumbrance Configuration Values, Promote Encumbrances, Promote Balances, Mark Ledger Closing as Finalized, Reactivate a Ledger, Unlock a Ledger, Open a Ledger, Import Net Assets from Prior Ledger, Import Net Assets from Excel Spreadsheet, Add New Net Asset to Ledger

June 10, 2020

New topics

Students > Scheduling > Schedule Manager: About Calendar Models, About Scheduling Schemes, Build Course Requests, Build Course Sections, Build Student Schedules, Configure Periods for a New Schedule, Create a Schedule by Copying a Schedule, Create a Schedule from Scratch, Edit the Grading Calendar

Revised topics

Students > Scheduling > Schedule Manager: Schedule Manager Overview

April 16, 2020

New topics

Admin > District

Campuses: About Academic Plans, Add Academic Plans, and Link Campuses to Attendance Plans

Instructional Periods: Add an Instructional Period

Students > Scheduling

Course Catalog > Courses: Add Courses, Define Course Attributes, Define Course Defaults, Define Scheduling Settings, Add a Prerequisite, About Dual Credit Courses

Graduation Plans: Create Graduation Plans, About Graduation Plans

Revised topics

HR > Staff Manager

HR Info > Add Leave Policy Elections: Added the ability to accrue leave when adding a leave policy election for an employee who hasn't previously had one.

Set Up Leave Bank for a New Employee: Edited for changed functionality.

HR > Leave: Add Leave Policies - Edited to reflect the change from basing leave policies on effective dates to basing them on instructional period.

March 19, 2020

New topics

Finance > Purchasing > Purchase Orders: About the Purchase Order Window, Liquidate the Encumbrance on a PO, Mark a PO as Fulfilled, Recalculate the Encumbrance on a PO, Restore a PO to Receiving Status

February 20, 2020

New topics

My Portal > Employee Portal: Employee Portal Overview

My Portal - Requisitions Overview, Create a Requisition in My Portal, Edit Requisitions - My Portal, Submit a Requisition - My Portal, Delete a Requisition - My Portal, Add Justification to a Requisition - My Portal, Return Rejected Requisition to Approval Process - My Portal

My Portal - Reimbursements Overview, Create a Travel Reimbursement Request, Create a Claim Form Reimbursement Request, Create a Mileage Reimbursement Request

Payables

A/P Groups > Create A/P Groups

Approval Queue: Payables Approval Queue Overview, Approve a Reimbursement Bill, Reject a Reimbursement Bill

Bills: Bills Overview, Create Bills, Edit Bills, Restore a Deleted Bill

Credit Memos > Enter a Credit Memo

Receiving > Receive Purchase Orders

Payments: Payments Overview, Make Payments, AP Check Runs, Edit an AP Check Run, and Print Checks & Electronic Files

Purchasing

Approval Queue: Purchasing Approval Queue Overview, Approve a Requisition, Reject a Requisition, Add Approval Queue Notification to Finance Control Panel

Purchase Orders: Create a Manual PO, Delete a PO, Edit POs, Print POs, Purchase Orders Overview, Restore a Deleted PO

Requisitions: Requisitions Overview, Create Requisitions, About Requisitions Window Filters, Edit Requisitions, Submit a Requisition, Add Justification to a Requisition, Return Rejected Requisition to Approval Process

Purchasing and AP Overview

System > Signatures

January 23, 2020

New topics

Admin > Facilities: Physical Facilities; Edit Payroll Report Security for Physical Fac

Compliance > TSDS: Report Residential Facility Data

Purchasing

Approval Queue: Approval Queue Overview, Approve a Requisition, Reject a Requisition, Add Approval Queue Notification to Finance Control Panel

Requisitions: Requisitions Overview, Create Requisitions, Edit Requisitions, Submit a Requisition, Add Justification to a Requisition, About Requisitions Window Filters, Return a Rejected Requisition to the Approval Process

Students

Students: Setup & Use RF Tracker; Surrogates

Student Manager > Special Ed: Enter a Student's Residency History; Add Surrogate to Student's RF History; Record a Student's Exit from Residential Facility; Remove a Surrogate from a Student's Residency History

Revised topics

Finance > Payroll > Benefit Programs: Add an Offering-Based Benefit Program — added info about sort order for offerings

December 19, 2019

Revised topics

HR > Staff Manager > HR Info > Add the Employee's Federal Withholding Elections: Added 2020 W-4 info

November 21, 2019

New topics

Payroll > Monthly Payroll Checklist (incomplete links)

Benefit Programs: Add Election-Based Benefit Program; Add Offering-Based Benefit Program

Workmans Comp: Add Workmans Comp Categories; Add Workmans Comp Policies

Purchasing & AP

Payables > Reimbursement Signatories: About Signatories, Create Reimbursement Signatories; Add Criteria to Reimbursement Signatories; Evaluate Reimbursement Signatory Criteria; Add Users to Reimbursement Signatories

Purchasing > Requisition Signatories: About Signatories, Create Purchasing Signatories; Add Criteria to Purchasing Signatories; About Criteria on Purchasing Signatories; Evaluate Signatory Criteria; Add Users to Purchasing Signatories

Revised topics

Payroll > Payroll Overview (still incomplete)

Benefit Programs: About Benefit Programs

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