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SchoolKeeper user manual
How to use SchoolKeeper, one task per page. Words in bold are exactly what the screen shows. Pages for parents are at the end.
Start here
| Page | When |
|---|---|
| Getting started | Signing in, finding your way, the Dashboard, a forgotten password |
| Staff logins and roles | Adding staff, changing what they can do, someone leaving |
| Daily card | Print it for the desk: the day's bank work on one page |
Students and parents
| Page | When |
|---|---|
| Add a student | A new student joins |
| Find and edit a student | Looking someone up, changing details or class |
| Parents | Adding a parent and linking them to their children |
| Classes and residences | Setting up classes and boarding/day groups |
| Upload students from a spreadsheet | Adding many students at once |
Fees and billing
| Page | When |
|---|---|
| Set up your fees | Tuition, boarding, levies: each charge once |
| Fee structures | Which fees go to which classes and residences |
| Bill a term | Invoicing every student for the term |
| Invoices | One student's invoice, a credit note, a cancellation |
| Debtors and payment reminders | Who owes, and reminding them |
Receipts
The order matters: a payment receipted at the desk first is linked to its bank line later, instead of receipted twice.
| Page | When |
|---|---|
| Record a payment at the desk | A parent pays cash, or shows proof of a transfer |
| Receipt a card payment | A parent pays by card at the school's machine |
| Send, print or refund a receipt | A parent asks for their receipt, or money goes back |
Bank statements
| Page | When |
|---|---|
| Upload a bank statement | A statement that didn't arrive by itself |
| Work through a statement's lines | After every statement: confirm receipts, choose students |
| Sweeps between the school's accounts | A DAILY SWEEP line is still Unmatched |
| Withdrawals and bank charges | Money out that isn't a sweep |
Messages, expenses and reports
| Page | When |
|---|---|
| Send a message to parents | An email to a student's parents, a class, or everyone |
| Send statements to parents | Each family's statement of account |
| Record an expense | Money the school spends |
| Reports | How much came in, who owes, what was invoiced |
Bursar: weekly and occasionally
| Page | When |
|---|---|
| Weekly check | Every Monday |
| "Bank statement not received" | That email arrives at 06:00 |
| Close or delete a statement | A statement is fully worked, or was uploaded by mistake |
For parents
| Page | When |
|---|---|
| Your child's student number | What the number is and where to find it |
| Pay school fees with your child's student number | Paying at the bank, online or with EcoCash |
Words used here
- Statement line: one row of the bank statement: a payment in, or money out.
- Receipt: the record that a student has paid. It lowers what the student owes.
- Cash book: the app's record of each account's money in and out. Match to cash book links a bank line to the entry that explains it.
- Sweep: the bank moving the day's money from one of the school's accounts to another, usually every night.