Information to Run Your Program

August 2023  ●  Issue #127  ●  SM 8.0.125  ●  AW 3.5.074 / 4.0.074

Registrar Coffee and Conversation

September 6 at 12:00 pm (Central Time)

Join us in the ACEware Virtual Café for coffee and conversations with ACEware and your colleagues. 

September's conversation is with Registrars. Gather your topics for discussion and join us!

Payment Plan Particulars

NEW DATE: September 21, 2023

2:00 PM (Central Time)

Join us for a review of payment plans in Student Manager and an introduction to student-generated payment plans in ACEweb.

ACEware New Goodies

Student Manager 8.0.125 was released on August 7, 2023:

  • SMS templates now support the ## delimiters.
  • You can now email staff when cancelling a course through the Cancel Course Wizard. The routine uses the new CRSECANCEL email template.
  • A new Course preference will require the membership to be paid before registrants can enroll in courses that have membership requisites.
  • You can now email instructors when a course falls below the minimum enrollment. This new routine uses the MINNOT2TCH email template.
  • Hybrid courses will show the Physical and Virtual Max on the Hybrid tab. Virtual Max is a calculation based on Course Max - Physical Max.
  • Attendance Tracking Users: You can now track attendance for workshops.

See the full list of features and fixes in our Student Manager forum.

Copy Favorite Reports to Another

It's now possible for Student Manager administrators to copy one user's favorite reports to another user. To do so:

  1. Select *Tools > Password Maintenance.
  2. Find the user who has the Favorite Reports you want to copy.
  3. Click the Copy Fav Reports to Another button.
  4. Select the user you want to copy the reports to.
  5. Confirm the copy routine.
  6. Click the OK button to finish the process.

*You must have power level 6 to access the Password Maintenance screen.

Contributed by Cheryl

ACEware Cloud Development Update

Reporting is the focus of this month's Cloud update! We've got the foundations laid for those core reports that you'll want to see on the initial release, like rosters, income and enrollment reports, certificates, and more!

Featuring an intuitive interface with cool time-saving features like drag and drop and on the fly sorting, we are very excited to see how this new query system will make everyone's life easier! Stay tuned for some sneak peeks in the near future!

Contributed by Jason

Tip of the Month: SOPs

Did you know that we strongly recommend for every unit to have/create a set of Standard Operating Procedures (SOPs)? Having SOPs in place ensures consistency in how your data is entered and maintained. We provide two different PDFs to assist with establishing or updating your SOPs: Student Manager Standard Operating Procedures Template and Maintenance Schedule.*  


The SOP template takes you through setting up user groups, some of the Admin Only and Global Preferences, and creating a reporting schedule with a place to set daily, weekly, and monthly reports. It also includes the Maintenance Schedule discussed below, as well as a checklist for keeping track of when certain maintenance tasks were completed. 


The Maintenance Schedule provides you with a list of database maintenance tasks sorted by suggested frequency. It provides brief instructions, and allows your unit to designate a staff member for each task. We have heard of units that laminate the schedule and update the dates of completion with dry erase markers so that everyone is on the same page.  

You can check out other helpful resources like Best PracticesCourse Publication checklist, and an Administrator Guide at 


*If you need the username and password to access the resources linked in this article, please reach out to your technician.  

Contributed by Susan

Report of the Month: F10 Membership Retention

Ever wonder who has a membership expiring today or this month? Well have no fear, there’s a report for that! Even better--there's a function key for that! The F10 key allows you to run membership retention reports.

This handy dandy tool slices, dices, and brings up all sorts of information regarding membership statistics, including things like courses taken and student lists that you can use for emailing! For example: The most common question I've had recently has been, “How can I see who is expiring soon?” Using the Student List option would give you that information.

You can use the F10 quick report to look up memberships expiring between dates, and if you have multiple memberships, you can filter down to specific codes or even exclude similar information. When you run the report, you get the option to either print or export.

I've included an example for you below, in which we will be using the button for student list. In the example, I'm looking for expirations between two dates. Once run, the results display names, email addresses, and the memberships of the individuals who are expiring in that time frame.

Running the Courses Taken provides you the following list that displays courses taken by members.

And the Retention option gives you the following information:

Based on those numbers, I’m pretty sure no one likes my memberships, which is pretty sad. But don't worry, I bet your numbers will be a lot better than mine! 

Contributed by Joe

To your continued success,

- Sharon, Brandon, Cheryl, Jason, Joe, Lindsey, Matthew, Stein, and Susan

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