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Version 3.6.1

Initial release

May 21, 2026

Release Type​

Stable – Incremental Feature Release

Summary​

Version 3.6.1 is a broad release that adds depth to billing, damage tracking, and device logistics, plus a new automation engine and several pieces of reporting.

The centerpiece is the new Smart Rules engine — automation that fires on device and incident events (create / update) or on a schedule you choose, then applies actions when rows match your conditions. Alongside it, repeat-offender tracking layers thresholds onto your existing Incident Flags so the system surfaces students with repeat issues automatically.

On the financial side, a new fine catalog, configurable annual technology fees, a richer insurance coverage model, and a parent-facing fee summary in the portal together close the loop from incident to invoice in fewer steps. Digital e-signatures on device hand-off flows add the last piece of the paper-trail puzzle.

Cart and room management both get structural improvements: a cart's home location now drives the building and room of every device on it, room responsibility is dated and kept as a full history, and a teacher-to-room rollover tool handles new-year reassignments in bulk.

Marquee features:

Plus a new Warehouse storage location, asset category hierarchy, warranty tracking, Devices Not in MDM report, scheduled campus reports, parent portal fee visibility, Annual Fees bulk-cancel for inactive students, Device Fee Paid sync, and a round of targeted bug fixes.

New Features​

Smart Rules Engine​

A new Smart Rules engine lets administrators define condition-based automation for devices and incidents — no help-desk ticket required. Each rule targets one or the other, and runs on either real events (device or incident created or updated) or on a schedule (e.g. "every 15 minutes, close incidents that have been idle 30 days").

Conditions you can match on:

  • Device location
  • Device status
  • Incident status
  • Incident's building
  • Incident idle days (e.g. "incident has been in Awaiting Parts for more than 5 days")

Actions you can take when conditions match:

  • Set device location
  • Set device status
  • Set incident status
  • Notify an administrator with a custom email template

Operational tooling:

  • Visual condition builder with AND / OR nesting — same interface as Workflows
  • Sub-groups for nested logic ("A AND (B OR C)")
  • Test tab with a bulk preview (count of records that currently match) and a single-record dry run that shows condition-by-condition pass/fail
  • Enable / disable per rule without deleting it
  • Full run history so you can audit what fired and when

Documentation: Smart Rules

Repeat Offender Tracking​

Every Incident Flag (Physical Damage, Screen, Battery, Wireless, etc.) can now have a threshold and a counting window. When a user's flag count crosses the threshold within the chosen window, they're automatically marked as a Repeat Offender — visible on their user profile and in the new Repeat Offenders report.

  • Per-flag thresholds — set independent thresholds for each Incident Flag your district uses
  • Configurable counting window — current school year, last 90, 180, or 365 days
  • Automatic on threshold — no manual step needed; the badge appears the moment the count tips over
  • Repeat Offenders report — search, sort, and export every flagged user with their tripped flags, building, grade, and last incident date
  • Configure flags from Settings → System Settings → Incidents tab (Incident Flags section)
  • Out of the box: the built-in Physical Damage flag ships with a default threshold of 3 incidents in the current school year

Documentation: Incident Flags · Repeat Offenders Report

Fine Catalog + Annual Technology Fees​

Two billing capabilities ship together in 3.6.1:

Fine Catalog — define a district-standard set of fines (Lost Charger, Cracked Screen, Damaged Case, etc.) that staff can select from a dropdown when invoicing instead of typing an amount each time. Keeps billing consistent across buildings.

  • Manage fine entries from Settings → Invoice Settings → Items (filter by Type = Fine)
  • Fine entries appear in the standard invoice line-item picker
  • Amount on the catalog entry is a default — staff can override it at invoice time when the circumstances warrant

Annual Technology Fees — define per-school-year fee policies, then bulk-enroll eligible students into them. Each enrollment generates a standard invoice that flows through your existing payment gateway.

  • Per-school-year policies — last year's policy stays available for historical reference while you roll out the new one
  • Optional grade range per policy so high-school families and middle-school families can have different rates
  • Bulk-enroll modal shows the count of eligible students before you commit
  • Per-enrollment cancel from the policy page if a family needs to be backed out
  • Deposit ledger for tracking held / applied / refunded amounts separately from the invoice subtotal

Documentation: Invoice Settings — Items · Annual Technology Fees

Insurance Coverage Model​

The Insurance system has been rebuilt around a richer policy / coverage model. Each insurance policy can now define how it covers a damage incident — not just a flat deductible.

  • Co-pay amount — fixed dollar amount the client pays
  • Coverage percentage — percentage of the cost the policy absorbs
  • Coverage maximum — dollar ceiling on what the policy will absorb per incident
  • Max claims per term — limit how many times a policy can be used in a policy year (or leave unlimited)
  • Admin override — opt-in flag to let admins bypass the claim cap when needed
  • Policy year — a human-readable label like "2025–2026" so historical claims stay grouped to the right policy

When an admin applies insurance to a damage incident, Manage1to1 walks through these rules in order (percentage → maximum → co-pay) to calculate what the policy absorbs and what the client owes. The original deductible field still works for existing policies that haven't been migrated to the new model.

Documentation: Insurance on Invoices

Digital E-Signature​

Device hand-off flows can now require a digital signature before the transaction completes. Draw on screen (touch or mouse), then submit — the signature is stored against the transaction and available on the receipt.

  • Three supported flows: Lease Check-Out, Rapid Check-Out, and Warehouse Transfer Receipt
  • Per-policy scope: each policy targets a flow plus a recipient role (student, staff, or both), and can be filtered to specific buildings or grade ranges
  • Required signer roles per policy: student, parent, staff, or admin
  • Captured signatures are visible on the lease history record and the user profile
  • Policy configuration in Settings → Signature Policies

Documentation: Digital E-Signature

Cart Location Revamp​

A cart's home location now drives the building and room of every device on that cart. Previously, a device's building and room were set separately from where its cart lived — meaning the two could drift apart. Now they stay in sync automatically.

How it works:

  • Each cart has a Home Building and Home Room — the location it lives in when not on a lease
  • While a cart is on an active lease, its home location is locked (can't be changed mid-lease)
  • To move a cart permanently, use the new Move Cart flow — it validates the destination and updates all devices on the cart in one operation
  • Device profiles and reports reflect the cart's home location automatically

Cart Checkout History — a new history tab on every cart profile shows a complete audit trail of check-ins and check-outs: who moved it, when, and to where.

Documentation: Cart Management · Moving a Cart

Custom Dashboard Widgets​

Administrators can now build their own dashboard widgets. Pick a data source (devices, incidents, users, carts, rooms, or tickets), apply filters, choose a widget type (count card, pie chart, bar chart, trend line, top-N table, or recent activity), and pin it to any dashboard.

  • Resizable — drag the corner to make a widget taller or wider to fit your layout
  • Personal or District dashboards — keep your own custom dashboards private, or publish a dashboard at the district scope so the whole team sees it
  • Live data — widgets refresh on every page load

Documentation: Dashboard Widgets

Room Responsibility History​

Room responsibility is now tracked with start and end dates: when a staff member is assigned to a room, the date is recorded. When they're removed (or a new person takes over), an end date is recorded.

This gives you a complete history of who was responsible for which room and when — useful for incident investigations, end-of-year reporting, and onboarding a replacement teacher who needs to know what they're stepping into.

Room Responsibility History on a user's profile lists every room responsibility the user has ever held, with start and end dates and the building.

Teacher-to-room rollover — at the start of a new school year, use the rollover tool to bulk-reassign teachers to their new rooms based on a roster upload or manual selection, closing out the prior year's date ranges automatically.

Documentation: Room Assignments · Bulk Teacher Rollover

Warranty Tracking​

Device records now include a dedicated Warranty section: provider, start date, end date, and free-text notes. This is the manufacturer / factory warranty that ships with the hardware — distinct from third-party plans like AppleCare+ or SquareTrade, which continue to live in the Insurance section.

  • Status badge on the device profile — active, expiring soon, or expired
  • Filterable on the device list so you can pull every device whose warranty is about to lapse
  • Vendor-aware "look up online" links route to the manufacturer's warranty lookup page where supported
  • Warranty sync history records the last time a vendor adapter updated the record so we don't re-poll vendor APIs unnecessarily

Documentation: Warranty Tracking

Devices Not in MDM Report​

A new report under Reports → Devices Not in MDM surfaces devices that exist in your Manage1to1 inventory but have no matching record in any connected MDM provider (Google, Jamf Pro, Jamf School, SCCM). Use it to find assets that were never enrolled, were unenrolled accidentally, or whose serial number doesn't match what the MDM has on file.

  • Runs against every connected MDM integration in one pass
  • Searchable and sortable, with quick links back to the device profile
  • Export to CSV, Excel, or copy the rows for bulk reconciliation

Documentation: Devices Not in MDM

Scheduled Campus Reports​

A new Scheduled Reports feature lets you set up a recurring email digest that goes out automatically — perfect for the weekly principal email that nobody has time to send by hand. Configure the schedule, the buildings it covers, and the recipients, and the overnight automation handles the rest.

  • Campus Summary report ships as the first report type — a per-building roll-up of checked-out devices, open incidents, and outstanding invoices
  • Daily, weekly, or monthly frequency
  • Per-schedule building scope so a principal sees only their campus and a director sees a multi-building roll-up
  • Recipients can be any admin in the system or a free-text email address
  • Manage schedules from Settings → Automation Settings → Scheduled Reports
  • Additional report types are coming in future releases

Documentation: Scheduled Reports

Warehouse Storage Location​

A new Warehouse location type holds devices that aren't assigned to any campus, building, or room — end-of-life stock awaiting disposal, repair depot inventory, district office loaners, or anything else that lives off-campus.

  • Warehouse devices appear in all standard reports and are queryable by status, category, and model
  • Assigning a device to a Warehouse clears its building and room assignment
  • Visible in the dashboard device-by-location widget as a distinct location group

Documentation: Warehouses

Asset Category Hierarchy​

Asset categories now support a parent / child structure, so you can organize your inventory tree (Laptop → Chromebook, Tablet → iPad, etc.) instead of having every category sit in a single flat list. Categories can be re-parented later without breaking historical device links.

  • Each device model points at a category, and each category can point at a parent category
  • Existing free-text type values are migrated automatically into the new category table
  • Reorder categories within a level via the standard sort-order field

Documentation: Inventory Settings

Parent Portal — Outstanding Fees View​

Parents and guardians now see an Outstanding Fees section in the parent portal listing any open invoices and fine balances associated with their dependents. Each line item shows the description, amount, and a link to the invoice detail page where payment can be made.

No action is required to enable this — it appears automatically for any guardian account that has one or more open invoices on file.

Documentation: Parent Portal Settings

Invoice Cancelled Email Template​

A new Invoice Cancelled email template is available in Settings → Email Templates (type: Invoice). The template is seeded disabled so no cancellation notices go out until your district is ready. Enable it when you're prepared for clients to receive email whenever an invoice is cancelled.

The template includes the invoice number, original amount, status, and a link to view the invoice. All standard invoice merge fields are supported for customization.

Documentation: Email Templates

Parent / Child Device Nesting​

Devices can now be linked to a parent device — for example, a Chromebook case, external keyboard, or power adapter associated with a specific laptop. Child devices appear nested on the parent device's profile and travel with it through checkouts and returns.

  • Link a child device to its parent from the device profile
  • Child devices show up nested under the parent in the device list
  • Children are still counted in asset category totals and reports

Documentation: Inventory Settings

Per-Building Inventory Audit Thresholds​

The Inventory Audit tool now supports per-building thresholds — each building can have its own target device count independent of the district default. This is useful for buildings with significantly different enrollment sizes where a single district-wide threshold would generate noise.

  • Set a building-level target count from Settings → Inventory → Settings tab
  • Buildings without a per-building override continue to use the district default
  • The Inventory Audit report flags buildings against their own threshold, not a global one
  • Threshold history is visible in the building's activity log

Documentation: Inventory Audit

Username Generation Format — Per-Role + Pattern-Driven​

The Username Generation Format setting has been rebuilt as a pattern string with two independent fields — one for students and one for staff. Compose any shape you need from tokens like {firstname}, {lastinitial}, {first4}, {grade}, {year}, with free text in between. A live preview under each field shows what the pattern will produce before saving.

Most districts run different shapes for students vs staff ({firstinitial}{lastname} for students, {firstname}.{lastname} for staff is a common combo) — the old single dropdown forced everyone into one format. The new patterns also cover common cases the legacy options didn't: {first4}{last4}{grade}, {firstinitial}{lastname}{year}, and so on.

  • Available tokens: full first / last names, initials, first or last N characters, grade, current year, and local ID
  • Format reference modal built into the settings page with the full token table and common-pattern examples
  • Existing districts are migrated automatically — whatever option was set before becomes the equivalent pattern string

Documentation: Settings → System Settings → General

Annual Fees — Bulk Cancel for Inactive Students​

End-of-year cleanup case: a district enrolls 500 students at the start of the year, 75 of them never show up or transfer out and get marked inactive, and their unpaid annual fee enrollments are still sitting on the books. Cancelling one at a time isn't workable.

Each policy row in Settings → Annual Fees now has a Cancel enrollments for inactive students action. Click it and you'll see a confirmation showing how many enrollments would be cancelled and the dollar total — no changes happen yet. Confirm and every matching enrollment is cancelled along with its backing invoice, with a single summary entry recorded in the activity log. Paid enrollments are deliberately left alone.

Documentation: Annual Fees — Bulk-cancel for inactive students

Annual Fees — Mark Device Fee Paid Sync​

Every Annual Fee policy now carries a Mark Device Fee Paid when an enrollment is paid toggle, defaulted to On. When a student's enrollment in this policy is paid, their Device Fee Paid flag is automatically set so Rapid Check-Out, emails, and reports immediately reflect the payment — no manual edit needed. Districts running annual fees as a separate charge that doesn't replace the device fee can turn the toggle off per policy.

Documentation: Annual Fees — Device Fee Paid sync

Annual Fees — Opt-in from the Parent Portal​

Guardians can now opt their students into eligible annual fee policies directly from the Parent Portal — no admin step required. Each student card on the dashboard shows an Available Annual Fees section listing every visible policy that matches the student's grade and hasn't already been enrolled into for that school year. Selecting one and clicking Enroll Selected creates a standard enrollment + backing invoice that flows through the same payment gateway path your district already uses.

The portal only ever shows policies the student is actually eligible for, and guardians can only act on students in their own family — eligibility and family membership are both re-checked on submit so nothing slips through.

Documentation: Parent Portal — Annual Fees opt-in

Improvements​

  • Incidents by Type Report — The Incidents report now includes a by-type breakdown view with trend lines across the selected date range.

  • Resizable Dashboard Widgets — All dashboard widgets (built-in and custom) are now resizable by dragging the bottom-right handle. Widget size preferences are saved per admin.

  • Incident Flags Modernization — Incident flag configuration has been rebuilt with an updated UI: drag to reorder, inline color picker, and per-flag enable/disable without deleting the flag definition.

Bug Fixes​

  • Cannot Save User Profile — Resolved an issue where saving a user profile with certain combinations of custom field values would fail silently without writing any changes.

  • Workflows — Building Condition Missing — The "Building" condition option was missing from the Workflows condition builder for some districts. It now appears reliably in the condition-type dropdown.

  • Cannot Check In / Out Devices — Fixed an issue that prevented Rapid Check-In and Rapid Check-Out from completing for districts with certain permission setups.

  • Technology Director Permissions on Upgrade — New permissions added in 3.6.0 were not being granted to the Technology Director role on upgrade, causing unexpected access denials immediately after updating. All Technology Director permission grants are now applied correctly on upgrade.

  • Smart Rule Notify Admin — Email Never Sent — The "Notify Admin" Smart Rule action was logging "sent" without actually sending any email. The action now correctly resolves the template, builds the recipient list, and delivers the email. Existing rules that used this action have been linked to the new "Smart Rule Notification" default template.

  • Dark Theme — Settings Page + Rule Builder Contrast — Several admin pages were using an outdated styling rule for dark mode, leaving text and inputs hard to read in dark theme. Fixed across Settings, User Profile, and Signature Pad views. Rule builder parameter labels in light theme now meet WCAG 2.1 AA contrast requirements.

  • Signature Pad — Clear Button Visibility + Agreement Layout — The signature pad's Clear button was hard to read in dark theme, and the Agreement box on signature flows rendered with the title smashed against the body text on the same line. Both are fixed — the Clear button is now clearly readable in both themes, and the Agreement title now sits on its own line with proper spacing.

Changelog​

TypeIssueDescription
NEW FEATUREMAN-1081Smart Rules automation engine
NEW FEATUREMAN-1067Repeat-offender thresholds on Incident Flags
NEW FEATUREMAN-1093Repeat Offenders report
NEW FEATUREMAN-1078Fine catalog
NEW FEATUREMAN-1080Annual technology fee automation
NEW FEATUREMAN-1068Insurance co-pay on damage incidents
NEW FEATUREMAN-1075Digital e-signature on checkout / check-in
NEW FEATUREMAN-1086Cart home location as authoritative device location
NEW FEATUREMAN-1085Cart Checkout History tab
NEW FEATUREMAN-1072Cart location cascade on move
NEW FEATUREMAN-1077Custom dashboard widgets
NEW FEATUREMAN-1084Room responsibility history with date ranges
NEW FEATUREMAN-1088Room Responsibility History on user profile
NEW FEATUREMAN-1074Teacher-to-room rollover at year-end
NEW FEATUREMAN-1069Device warranty tracking
NEW FEATUREMAN-1070Devices Not in MDM report
NEW FEATUREMAN-1071Scheduled campus reports
NEW FEATUREMAN-982Warehouse storage location type
NEW FEATUREMAN-1083Asset category hierarchy
NEW FEATUREMAN-1073Parent asset / device nesting
NEW FEATUREMAN-1047Per-building inventory audit thresholds
NEW FEATUREMAN-1079Parent portal outstanding fees view
NEW FEATUREMAN-1109Invoice Cancelled email template
NEW FEATUREMAN-1112Pattern-based username generation, per-role
NEW FEATUREMAN-1114Annual Fees — bulk cancel for inactive students
NEW FEATUREMAN-1115Annual Fees — Mark Device Fee Paid sync
NEW FEATUREMAN-1116Annual Fees opt-in in the Parent Portal
IMPROVEMENTMAN-948Incidents by type report breakdown
IMPROVEMENTMAN-1091Resizable dashboard widgets
IMPROVEMENTMAN-1092Incident flags configuration modernization
IMPROVEMENTMAN-1113Remove duplicative bulk-fee utilities replaced by Annual Fees
BUGMAN-1041Cannot save user profile
BUGMAN-1064Workflows building condition missing from builder
BUGMAN-1065Cannot check in / out devices
BUGMAN-1090Technology Director permissions not granted on upgrade
BUGMAN-1106Smart Rule notify admin action never delivered email
BUGMAN-1110Dark theme selector + WCAG contrast failures
BUGMAN-1111Signature pad — Clear button visibility + Agreement layout
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