Behind the scenes: operational systems

The pages in Content systems cover what you edit day to day. This section covers the systems that run around the website: what happens when someone applies for a job, signs up for the newsletter, or fills in the contact form, and where all that mail goes.

You will not touch these often. If a form stops working, or a signup or application does not produce an email, these pages tell you what to check before you ask Michael.

The three systems

• Employment applications, how a job application moves from the careers page into a private Google Drive folder and a tracking Sheet, and where to read applications.
• Newsletter signup, how the footer signup feeds MailerLite, and how prospective families reach the right Head of School.
• Email routing, the Google Workspace group aliases that every form emails, and the one rule that keeps them working through staff turnover.

The one rule that ties them together

Forms email group aliases, never personal addresses. A form sends to kayak_hos@worldclassacademy.com, not to a person. When the Kayak Head of School changes, you update one thing in Google Admin (who is in that group), and every form keeps working untouched.

If you ever find a personal Gmail address wired into a form notification, that is a bug waiting to happen: it will keep mailing someone after they leave. Replace it with the matching group alias. The full map is on Email routing.