This article outlines the steps to create a yearbook item using a template. It includes setup options for current and previous yearbooks, configuration guidance for cost, limits, and visibility, and best practices for previewing and attaching the item to students or making it available to the public.
Creating a yearbook item for the current school year
The yearbook item name does not need to include the school name unless the item is also being made available to the public. For items assigned only to currently enrolled students, a simple name like “Yearbook” is sufficient.
The item description should clearly explain who should purchase the item, what is being offered (e.g., hardcover or softcover), when it can be picked up, where it is distributed, and why it should be purchased. A picture should be included in the item to help families identify the product.
Set the appropriate revenue category or account, assign the parent-facing cost, and define the purchase window using a start and end date. It is recommended to use a Sunday as the end date so families can purchase over the weekend.
Set a per-student limit, usually one. To allow unlimited purchases, toggle the limit off. The overall limit quantity should remain unlimited to maximize availability to the student group.
Previewing and attaching the item
Preview the item to confirm that all content displays correctly, including pricing, descriptions, and images. After reviewing, use the save and attach workflow to assign the item to students.
Set the item as optional if students are not required to purchase it. Select all students in the school to ensure full visibility across the intended audience.
Creating a yearbook item for previous school years
If extra yearbooks are available from prior school years, create a separate item for each year. Include the school name in the item title to make it identifiable when made public. This allows alumni to locate and purchase the item through the district’s SchoolCash Online site.
Provide a clear and accurate description, including the school year and any distinguishing features of the yearbook. Set the correct revenue category or account, assign the price, and include a start and end date.
Set the per-student limit as needed. The limit quantity should reflect the number of physical yearbooks in stock for that year. This prevents overselling the available inventory.
Making the item public and using the public fee link
Make the item public if it is intended for alumni or others outside the school. Public items display the school name and can be browsed through the district’s item list.
After saving and previewing, the item may also be attached to currently enrolled students. This gives them the opportunity to purchase additional or previous-year yearbooks, especially if extra inventory is available.
If the item has already been attached to students, a red notification line may appear when trying to reattach. This is an indicator that the item has already been distributed to the selected group.
To promote the item to alumni—for example, during a school reunion—use the public fee link. This URL can be shared in newsletters, printed flyers, or email campaigns and allows direct access to the item without requiring login to a parent account.