Release Notes

Staff access now comes from roles and individual permissions instead of the row of checkboxes on each user record. Each person's existing access converts automatically when the update is installed. Manage staff on Admin > Manage Users, where each person's record has four tabs: Account, Roles, Actions, and Scopes. Create and edit roles on Admin > Roles. The Set all actions button at the top of the Actions tab sets every permission for a person at once. Buttons a person cannot use are now hidden rather than showing an error.

After the update, have all staff sign out and sign back in. Access changes take effect at sign-in.

Your name and sign-out are now in the page header, phones get a new menu along the top, and the family list has a sidebar.

Cleaner navigation across devices.

Districts can let staff sign in to the admin site using their school Microsoft account. Set it up in Integrations > Microsoft Entra ID: Single Sign-On using details from your Microsoft administrator. Under Access for new users, choose the roles a new staff member gets on their first Microsoft sign-in. You can require Microsoft sign-in and turn off password sign-in entirely.

Staff use their existing school credentials, and IT controls access from one place.

Integrations > PowerSchool lets you view and change your PowerSchool connection, EduTrak plugin settings, and PowerSchool fees without contacting EduTrak. You can also add a Log in with PowerSchool button to your family login page. Districts that share a PowerSchool server will see Managed by EduTrak and should contact EduTrak Support for changes.

Most PowerSchool settings are now self-serve.

Integrations > Vendnovation: Vending Machines is a new screen for vending setup: how students identify themselves at the machine, PIN options, deposits, and your machine list. On Lines > Special Lines, Minimum Balance can now be set to a negative whole-dollar amount. For example, -25 lets accounts buy up to $25 below zero on that line's machines.

Vending configuration is in one place, and districts that allow negative balances can set that limit directly.

The Modules page shows which modules your district has turned on. Module pickers across the admin site now only list active modules, and Other Fee items on the Fees screen can be tied to a specific module. EduTrak turns modules on and off. Contact EduTrak Support to request a change. "Tuition Contract" has been renamed "Billing Item" on all staff screens. Only the name changed.

Your module list stays relevant, and the terminology on staff screens is more consistent with how billing items are actually used.

Several new options are available in Setup > Forms and Questions. Allow respondent to edit controls whether a parent can change an answer filled in automatically by Auto populate. Leave it on to let them change it, or turn it off so the answer shows but cannot be edited. Fee rules let a form add charges based on the family's answers. Conditions across forms show or hide a question based on an answer in a different form in the same form group. Sets the enrollment date allows a date question to set the enrollment's start or end date. Submitted forms now have Download PDF and Print options, and forms display as a single page.

More control over how forms collect information and trigger charges, with less need for workarounds.

A new visual dashboard under Free & Reduced > Dashboard shows four summary tiles (families applied, students applied, students free, students reduced), a bar chart of eligibility reasons, a monthly application volume chart, an outcomes donut chart, and a district map with household pins colored by benefit status. Every chart prints with values visible, so the dashboard is useful on paper as well as on screen. A Needs Attention panel carries the same flags as the home page card. Each section can be hidden and restored, and your layout is remembered per district.

Get the full district picture in one view, without pulling separate reports.

A new Application Instructions letter is available in Letters > View/Edit Templates. When printing, a filter lets you exclude students who already hold a free direct certification, so those families are not sent an application they do not need. Students with a reduced certification are still included, since they may qualify for a better benefit. The Family Welcome Letter is unchanged and still goes to every household. Letters from this template are recorded in family and student history like all others.

Application materials go to the right families only, reducing confusion and unnecessary paperwork.

The Application Revision Summary List, the Denied Application Revision List, and the Verification reports can now be narrowed to one or more specific schools, using the same school picker already found on the Student List and Applications list. The denied report now groups by student rather than household, so siblings at the same school both appear when that school is selected. A No school assigned option covers students with a missing or inactive school so they are never silently dropped from your results.

Multi-school districts can run each report for just the schools they need.

The Direct Certification Report now presents its reason-code statistics as a pie chart, with one slice per code, on screen and in the printed report.

Reason-code distribution is easier to read at a glance.

Destiny library integration can now be set up directly from Admin > Integrations, alongside Incident IQ and Health-e Pro. Enter the API version, base URL, client ID, and client secret, then use Test Connection to confirm the settings reach Destiny before saving. The client secret is write-only: once saved, only a short hint appears, and leaving the field blank on a future edit keeps the stored value. If your district is already connected to Destiny, your settings carry over automatically.

No need to contact EduTrak to set up or update your Destiny credentials.

The Student Auto-Assign by Fuzzy Matching tool can now be set to run every two hours on its own, so students added during the day are matched the same day without anyone needing to click Run. The setting is off by default and is turned on from the tool's own page under Students > Student Assignment Tool. A badge appears on both the tool and the Student Assignment list while automatic runs are on. The manual Run button stays available at any time. A run that finds no unassigned students now finishes correctly instead of showing "Running" indefinitely.

Students get matched faster, and districts stuck on a permanent "Running" state will clear automatically.

Contract edit mode now offers two optional assistants: one for Contract Items and one for Payment Plans. Describe a change in plain English and the assistant writes the proposed lines into the form for you to review. Nothing is saved until you click the normal Save button, and a proposal that does not add up to the contract total is refused rather than applied. Each assistant has an Undo. The Payment Plan assistant notices when the schedule no longer matches the total and opens itself to flag it. Past-due lines, paid lines, and PowerSchool-synced lines are not touched. No student or payer information is sent to the AI provider. Turn assistants on under Setup > System Configuration > AI Assistants.

Adjusting a contract after a discount or item change no longer requires hand-editing every payment line.

The new Serving Line Summary report, under Reports > Food Service > Serving Line Summary, counts every sale that ran through the lines you select, regardless of which school each buyer is assigned to. Pick a date, then any combination of cafeterias, serving lines, and meal periods. Below the totals, the report breaks down which schools the buyers came from, with a switch to show schools separately or combined. Filter sets can be saved, named, and optionally shared with other users. The report prints with each school starting on its own page.

Kitchens serving students from multiple schools get accurate counts for their own lines.

Schools on alternate pricing can now assign an Alt Full Price to any Universal menu item. Set it from the admin site or the ESC menu item screen; the two stay in sync. At an alternate-price school, the item rings at that price on every till, including the standard serving line, Roster Select, and Batch Edit. An Alt Price Meal dynamic button is also available for serving line grids.

Alternate-price schools no longer have a pricing gap for Universal items.

The Revenue and Accounting Report is back under Financials > Revenue and Accounting Report, available to the District Admin and Finance roles. Every section now returns a result; sections that previously failed or loaded indefinitely either show figures or say plainly why they could not be calculated. The report is driven by a single as-of date, splits amounts by program year with a combined total, and opens with a plain-language summary of anything that would stop month end or that does not balance. Running the report starts it in the background with a progress indicator; you can leave the page and return and the run is still there.

Finance staff can check the district's financial position and catch month-end issues before the close.

A single CheckMate check-in line can now serve more than one childcare program at once. Staff see all enrolled children together in one roster and check them in and out without needing to know which program each child belongs to. Behind the scenes, each check-in is tracked and billed to the child's own program automatically, including walk-ins, who are placed in the appropriate program for you.

Faster, simpler check-in, with billing still handled correctly in the background.

The Student List now includes an Enrollment filter with three options: Enrolled, Withdrawn, and All. The list opens on Enrolled by default, so your student count reflects who is actually in your system. When you export to a spreadsheet, the file matches whatever filter you have selected.

No more confusion from a student count padded with students who have left.

The Free and Reduced Applications list now has Student and School filters, using the same pickers found elsewhere in the admin site. Select one or more students or schools, and the list narrows accordingly. Each family's application appears only once, even if they have children at multiple schools or several children who match.

Staff at each school can quickly find the applications that are relevant to them.

When you email delinquency notices from the Delinquent Report, the QuickPay link now covers the family's complete balance, whatever it is made up of. Previously, notices for families with a mix of fees and invoices could go out with a link that covered only part of what was owed, or no link at all. Now every notice includes a pay-now link and QR code, and the amount behind the link matches the balance stated in the notice.

Families can pay their full balance in one step, which helps you collect faster.

The Delinquent Report adds a grand-total row to its CSV export, Print, and Print All outputs. It sums the total amount owed and each aging bucket: 1-30, 31-60, 61-90, and 91+ days. The total always reflects whatever you have filtered for, so it changes when your filter does.

You can see your total outstanding balance at a glance, without adding it up by hand.