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Instructions for Populating Your Sitemap

Instructions for Populating Your Sitemap

Thank you for your assistance in preparing the sitemap for your new website. This document will guide you step-by-step to ensure the information is structured correctly for content migration. Please follow these instructions carefully for each tab in the spreadsheet.

General Overview

The sitemap is organized into multiple tabs:

  • District Tab: For district-level pages.
  • School Site Tabs: One tab for each school site.

Each tab accommodates up to four levels of navigation to represent your site's structure. In addition, you'll need to include the source URLs for each page so our team can transfer the content accurately. You can also specify whether each page should be visible or hidden upon launch.
 

Steps to Populate Each Tab

    • Level 1: Represents the main navigation menu items (e.g., "About Us," "Academics").
    • Level 2: Represents subpages and/or subsections under each Level 1 item (e.g., "Our Mission & Vision" under "About Us").
    • Level 3: Represents further nested subpages/subsections, if applicable.
    • Level 4: Represents the deepest level of pages, if applicable.

    Tip: Not every row will need all four levels. Use as many as necessary for your site's structure. If you need a Level 2 page or section, Level 1 must be populated. If you need a Level 4 page, Levels 1-3 must be populated.
     

  • Each tab includes the following columns:

    Column Name

    Description

    Example

    Level 1

    Section or page name

    About Us

    Level 2

    Section or page name

    Leadership

    Level 3

    Section or page name

    School Board

    Level 4

    Page name

    Meet the Board Members

    Visible

    Specify if the page should be visible at launch. Use "Yes" for visible or "No" for hidden.

    Yes

    Source URL

    The current URL of the page to be migrated.

    https://www.example.com/page124

    Additional Notes (optional)

    Use for special instructions or comments.

    Do not migrate agendas from 2022 and before. 

    • Begin with Level 1 navigation items.
    • For each Level 1 item, add its subpages/subsections as Level 2, Level 3, and Level 4 pages, if applicable.
    • The last item in a row will be created as a page. All preceding items in a row will be created as sections. 
    • Update the Visible column to indicate if the page should be published or hidden at launch.
    • Add the source URL for each page.
    • Add notes for the migrators, if needed.
       

    • Use the same process for each school’s tab.
    • Ensure the hierarchy accurately represents the school's website navigation.

  • To achieve this navigation:

    A website menu with four sections: About Us, Leadership, School Board, and Board Members.

     

    This is what the spreadsheet would look like:

    A spreadsheet with columns labeled Level 1, Level 2, Level 3, Level 4, Visible, Source URL, and Additional Notes.

    • What does count towards your page count
      • “Standard Pages”
      • Individual News/Article Posts
      • Calendar & Directory Pages
      • Pages w/ Shared Content Feed
    • What does NOT count towards your page count
      • The website’s homepage
      • Sections are NOT considered pages (they house pages) 
      • Default landing “page”
      • Redirect Page Types (either Internal/External)
      • “Shell” Page (Empty Page - No Content YET)

    • Double-check that every row includes a Visible status and Source URL.
    • Confirm that navigation levels are consistent and correctly assigned.
    • Review any additional notes to ensure clarity for our team.
       

  • Once all tabs are complete, please submit the sheet via email to your Content Manager.

Key Tips for Success

  • Use a clear and descriptive title for each entry.
  • Ensure no duplicate entries unless they serve distinct navigation purposes.
  • Be deliberate in marking visibility for each page. Pages marked "No" will be hidden at launch but can be made visible later.
  • For pages that need significant updates or restructuring, add notes in the Additional Notes column to guide our team.
  • If you encounter any issues or have questions about the process, reach out to your Content Manager for assistance.
     

Non-transferable Content

As part of the migration process, there are certain types of content that cannot be automatically transferred during the migration process. These items, considered non-transferable content, will need to be recreated in Smart Sites by the client organization’s team. Below is a detailed list to help you prepare for these tasks.

  • Teacher Pages: Must be managed through ParentSquare or created after migration. 
  • Slideshows: Standalone images can be migrated, however, slideshows will need to be manually set up. 
  • Photo galleries: Images will need to be manually gathered and uploaded to the new platform. 
  • Internal forms/surveys: Forms will need to be manually set up.  
  • Blogs: ParentSquare posts can be shown in a feed on the Smart Sites site, however, external blog feeds cannot
  • Electronic calendar content: Google or ICS calendars can be synced, and PDF calendar files can be migrated – any other calendars will need to be recreated.
  • Zip files: These files must be manually uploaded to the new platform. 
  • External Supplemental Content: Content that exists outside of the client organization’s main platform will require a redirect link to the external site. 
  • Staff Directories: These will be synced with ParentSquare. We will create a directory page with the Staff Directory component in Smart Sites, but your team will need to manually update this content before launch.

Thank you for your cooperation! We look forward to bringing your new website to life.