Create payment items for school fees, trips, lockers, tickets or voluntary contributions from the Dashboard.

1. Enter the basic details

1. Open Payments → Manage Payment Items and click Add.
2. Choose Parent/Guardian or Staff.
3. Enter the Name, Account Code, Financial Year and Description.

2. Choose the payment type

• Standard Payment: a set charge for each selected student, or once per family if that option is enabled.
• Variable Amount: the payer chooses an amount; use for voluntary contributions or donations.
• Variable Quantity: the payer chooses a quantity, such as several tickets.
• Open Payment: creates a shareable payment link for people outside the normal school-app audience. Do not use it simply because a current parent has not downloaded the app.
• Ad-hoc Payment: a separate option allowing payments towards the total over time.

If you are unsure which option is appropriate, ask support before creating the item.

3. Set the cost and payment rules

• Cost: enter the amount and review any fees displayed.
• Full Payment or Instalments: choose how payment is collected. For instalments, set the Maximum No of Instalments and check the displayed cost per payment. The existing instalment process takes the first payment immediately and subsequent payments at 30-day intervals.
• One Per Family: use when a family should pay once, not once per child. The grouping uses the parent’s mobile number.
• Limit Orders To: use only where places or quantities are limited. Payments recorded outside the app do not count towards this limit.
• Last Payment Date: set a deadline if needed. The item is no longer visible in the app after that date; leave it blank only if the item should remain open.
• Choose Files: add a relevant image if needed.

Additional controls, such as SEPA DD or Allow Multiple Payments, may be shown. Confirm unfamiliar settings with your finance lead or support rather than changing them by assumption.

4. Select students and staff

1. Use Filter by to choose Groups, Students or Family Type.
2. Choose the relevant year, class or group and apply the filter.
3. Select the required students and move them to the Final List.
4. Select the teacher or staff members who should see the item in their Administrator’s App.

5. Review reminders, consent and visibility

• Reminder Settings: choose an appropriate frequency. Reminders target users who have not yet paid and continue up to the submission deadline.
• Send SMS / Send Notification: check both choices. SMS may use paid credits; untick it if it is not required.
• Optout: offer this only for optional payments. A parent who opts out stops receiving that item’s reminders.
• Require Consent: enter the consent description if payment and consent must be completed together.
• Show Medical Details: this allows assigned staff to view students’ medical and emergency information in the Administrator’s App. Enable it only where those staff need that information for the activity.

6. Check and submit

Review the amount, account code, year, deadline, student list, staff access and notification settings. Click Submit when correct.

If you later change an item from instalments to full payment, existing instalment arrangements for parents who have already started paying are not changed by that setting.