Skip to content
English
Sign in
Contact us
  • There are no suggestions because the search field is empty.

VZ Annual Open System Prep Guide (From Archive to Go-Live)

Use this article each year when preparing to open your VZ system for a new season. It explains the archive and push-to-production process, required scheduling, and provides a chronological checklist to guide your setup through go-live.

To Download a PDF Version of this checklist click here

1. Process Overview

  1. Archive – Your current production system is archived to an offline URL.

  2. Clear & Refresh – Students and events are cleared; production is refreshed into preproduction.

  3. Setup & Testing – Configure and test the upcoming season in preproduction.

  4. Push to Production – Preproduction is copied to production (system is ready, but not live to students yet).

  5. Go-Live – Once students are imported and the URL is open, students can begin using VZ.

📌 Schedule your Archive & Push-to-Production dates: Scheduling Portal

2. Guidelines

  • Upgrades: Allow 16 weeks from full scope approval.

  • Maintenance: Allow 4 weeks.

  • If VZ assists with setup: Allow 4 weeks.

Access Control & Communications

  • Delay student imports until you are truly ready to go live.

  • Use Task List and Communication Configuration start dates to prevent early access.

  • Align orientation reservation start dates with your intended open date.

  • Announce access only when the system is ready.

3. Chronological Checklist

Immediately After Archive

  • Confirm with IT and Payment Processor if integration updates are needed.

  • Notify IT that imports must pause until production is back online.

  • Review/update student data tables (majors, colleges, semesters, campuses, etc.).

  • Confirm data file/API format and notify VZ of changes at least 1 month before opening.

Preproduction Setup – Content

  • Update email copy and test links (request new shells from VZ if needed).

  • Review FAQs, Help Pages, and Instructions.

Preproduction Setup – Events

  • Create events for orientation and sessions.

  • Ensure at least one filter value is selected under each filtering option.

  • Enable guests; set guest fees.

  • Add student fees by Student Type.

Preproduction Setup – Test Students

  • Manually create test records (never use live students).

  • Or request VZ to add test students.

  • Complete reservations for all variations to confirm setup.

Preproduction Setup – Communication Configurations

  • Review last year’s configurations: update start/end dates, filters, types, and frequency.

  • Delete unused configurations.

  • Run the canned report to review all configs.

Preproduction Setup – System Review

  • Check all reservation pages and custom programming.

Preproduction Setup – Module Review

  • Review Task List items (start/end dates, content, assignment).

  • Update Event Grouping leaders in Users.

  • Review/update Housing, Course Preferences, E-confirmation Packets, Online Orientation, Merchandise, Reservation Downloader, etc.

Preproduction Setup – Reports

  • Review and update reports; submit change requests if needed.

Before Go-Live

  • Test updates in production with test students.

  • Verify all start dates align with the intended opening date.

  • Import students only when ready.

  • Notify IT to restart imports when ready to go live.

4. Request Timelines

  • Maintenance Requests: 4 weeks from scope approval

  • Upgrade Requests: 16 weeks from scope approval

  • If VZ assists with setup tasks: 4 weeks from scope approval