Oak Kids

Admissions and fees

Set your password

This account still has the password it was created with.

At least 8 characters. Nobody else will know it — if you forget it, the principal can set a new one.

Director's view. You can see everything and change nothing.
Oak KidsAdmissions & fees
Branch
Maintenance mode. No emails or WhatsApp messages are going out from this school.

Oak Kids

 

Good morning

Salaries for the month
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Paid so far
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Still to pay
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NameMonthly salaryPaid byThis month

Nobody on the staff list

Add people under User management → Staff and their register → The staff list, then give each their pay details here.

Paid out this month
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Taken in
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Difference
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Enrolled
0
Billed
0
Received
0
Outstanding
0
ChildClass Monthly feeReceived Status

No children yet

Add them one at a time, or import a whole class list from a CSV file. Both are under User management on the menu.

Present
0
Absent
0
No reason given
0
Parents messaged
0

ChildClassRegister

P present · L late · A absent · Lv approved leave. A parent is messaged only when a child is marked absent and nobody has told the school why, once per day, and only where the parent has agreed to WhatsApp.

Changes save as you move between boxes. The letters are the EYFS areas each day covers — tap to switch them on. Hand in when the week is ready; once the head approves it the plan is locked.

Vouchers issued
0
Asked for on vouchers
0
Emailed
0
No parent on file
0
ChildClassVoucher no TotalDueSent

No vouchers for this month yet

Issue them, check a few, then email them to parents.

Vouchers keep the amounts they were issued with. Changing a child's fee later never rewrites a voucher a family already has. Use the month arrows at the top to pick the fee month.

Children
0
Assessed this term
0
Observations logged
0
Needing attention
0
ChildClass CL PD PSED LIT MAT UW EAD ProgressParents

No children to assess

Add children first (User management → Add a child or Import children), then come back here.

Prime areas are CL, PD and PSED. A dash means nothing recorded yet — that is normal early in a term, not a gap to rush and fill.

On this register
0
In
0
Late
0
Away
0
Not marked
0

NameRoleRegister InOut

Nobody on this register

Add people under The staff list, setting the kind of work each one does, then come back.

P in · L late · H half day · A absent · Lv approved leave. Teaching, office, support and management are separate registers — Mark all in only touches the one on screen. A half day and approved leave are kept apart from an absence on purpose: months later, payroll needs to know which it was. Nobody can mark their own register.

NameRole InLateHalf AbsentLeaveNot marked

Counted against the school days in the month so far. A large "not marked" figure means the register was not taken, which is not the same as everyone being present — don't pay from this column until it is low.

NameRoleKindLogin On the register

Everyone on the payroll belongs here, with or without a login — an ayah, a driver or a cook needs a register entry and no account. Link a login where there is one, so that person can see their own record.

Being filled in
0
Sent in, to act on
0
Enrolled from a form
0
Expired or cancelled
0

ChildFamilyWhere it standsProgress Last activity

No forms here

Send a family the form from their enquiry in Prospective parents, or put the website form link on the school's website and social media.

To follow up
0
Overdue
0
Joined
0
Didn't join
0
Of those who decided
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ChildParentClassHeard of us Where it standsNext step

Nothing to follow up

Add a family the next time someone rings or comes to look round.

The follow-up date is the point of this screen, not the record — a list nobody is chasing is just a list. A family who says no needs a reason written down, or the school never finds out why families say no.

Setup

How this branch runs

The school

What this branch is called, and the classes it runs.

Name | monthly tuition | material charge | registration fee | ID prefix
e.g. Nursery | 16500 | 3000 | 5000 | OKNC. Anything after the name is optional.

Fee rules

How the session runs and how vouchers are numbered. Changing these affects every voucher issued from now on, not ones already out.

The sibling discount applies to tuition only, for the second and later children sharing a father's CNIC. Numbering continues from the figure above.

The fee voucher

These appear on every voucher. Leave anything blank to keep it off the page.

Told here when a family sends in the online admission form.
Vouchers go out on the 1st and are due on this day of the same month. There is no late fee.

Attendance and WhatsApp

A parent is messaged only when their child is marked absent and nobody has told the school why. Connecting WhatsApp needs a Meta Business account — see the guide.

Filled in as the arrival time by "Mark all in". Change it per person as needed.

Who teaches what

A teacher can only write lesson plans for the classes listed against their name. Separate several with commas. The principal and the staff coordinator can edit every class.

Management accounts

Everyone who takes fees needs their own login, so every receipt carries the name of whoever recorded it.

One login per role

Creates a login for each role that has none yet — a quick way to see what each role can do. They all share the starting password you type here, so every one of them is made to set its own before it can do anything at all. Existing accounts are left alone.

Branches

Every child, fee, register and report belongs to one branch. An owner or a director can move between them from the sidebar; everyone else only ever sees their own.

Backup

Downloads everything this branch holds — children, families, vouchers, every payment and reversal, registers, learning records and the activity log — as one file. Passwords are not included. Keep it somewhere safe and private: it is the school's records.

Parent emails

Sent by the cron job every few minutes. If "waiting" keeps growing, the cron job isn't running.

Mode

Is this school ready?

Setting a site up means editing a file over SFTP, adding a cron line in hPanel and creating a mailbox — three places, none of which tell you whether you got it right. The failures are quiet and they are quiet the wrong way round: email that never leaves still says "sent" on screen. This checks each one and says what to do about it.

Send yourself a test email

Goes out immediately, not into the queue — the queue depends on the cron job, which is one of the things being tested. If the mail server refuses it, you get its exact words back.

Saves everything across School, Fee rules, Fee voucher and Attendance.

ParentChildrenPhonePortal

No parent accounts yet

A parent gets one when their email is added to their child's record, or with Add a parent account.

ChildClassGuardianPhoneParent login BornJoinedStaff notesStatus

No children yet

Add them one at a time, or import a class list from a CSV file.

NameUsernameRoleLast signed inStatus

No staff logins yet

Add one for everyone who uses the system, so every fee and every register carries the name of whoever did it.

NameWantsContactStatusNext Documents

Nobody here yet

Add someone whenever a CV comes in, so that when a post opens up the school starts from a list.

The principal and admissions keep this calendar.

Click any day to see what is on it. A date in red is a day the school is closed — those days are left out of the absence messages, so no parent is asked why their child was away during the holidays.

Expected this session
0
Billed so far
0
Collected so far
0
Outstanding
0

MonthChildrenExpected BilledCollected OutstandingCollected

Where this month's money comes from

ClassChildrenExpected Share

Expected is a forecast: the children on the roll today at their class rate, with sibling discounts applied, tuition only. Billed and collected are what actually happened. They differ for real reasons — a child joined late, material months, registration on a first voucher, a voucher edited by hand — and the gap is worth looking at rather than smoothing over.

Families owing
0
Total outstanding
0
ChildClassGuardianPhone OwesLast paid

Nobody is behind

Every family's account is settled or in credit.

Opening balance, plus everything ever billed, less everything ever paid. A family in credit is left out.

Add a child

The sibling discount keys on this. Same number on both children, same family.
What they owe you today. A negative number if they are in credit.

Optional. If you add an email, the parent is sent a short note confirming the enrolment, with a link to set up their portal account.

Parents only ever see reports you share, and only for their own children.

Messages to the family

The parents read this in their portal. It cannot be edited or taken back afterwards.

Receipts

Added by the office Sent by a parent Produced by the system

Staff notes

Everyone who works at the school reads these, teachers included. The family never does.

Office only

A task

Until a task is approved it stays on your list only. The person it is for cannot see it, and does not know it exists.

An outgoing

From the staff list, so the name stays right after they leave.

Receipts

Record a payment

Nothing is sent if no parent has an email on file.

Receipts are never edited or deleted. If you record the wrong amount, reverse it from the child's record and enter a fresh one.

Import children

From a CSV file, or a list pasted in

Saved from Excel or Google Sheets as CSV. The first row should name the columns.

Columns it understands: Name (the only one required), Class, Guardian, Phone, Monthly fee, Parent email, Roll no, Date of birth, Joined on, Father CNIC and Opening balance. Dates may be 2021-09-03 or 03/09/2021 (day first). With no header row the order is name, class, guardian, phone, monthly fee, parent email. A blank fee means the class rate.

Nothing to import yet.

Today's collection

Activity log

Who did what, newest first

Assessment

A best-fit judgement of where the child is now. Leave anything blank that you have not seen enough of.

Shown at the top of the report in the parent portal once it is shared.

Recorded so far

Staff notes

Everyone who works at the school can read these. The family cannot. A note cannot be edited or deleted once added; if one is wrong, add another saying so.

What the family has been told

Where we're weak

Across every child assessed this term. Low numbers point at what the setting should plan for next, not at individual children.

Voucher

Previous balance can be negative for a family in credit. The sibling discount fills in automatically once the father's CNIC is on both children.

WhatsApp

Messages to and from parents

Planning this week

Mark paid up to a month

For fees paid before they were recorded here. Each child ticked gets an ordinary payment for every unpaid month up to the one you choose, so their vouchers read Paid.

Nothing is deleted or changed: each is a new payment row, in the activity log, and can be reversed from the child's account like any receipt. No receipt emails are sent.

Pay details

Parent account

Their children

Password

Account

Email

Leave a blank line between paragraphs. It goes from the school's email address, with the school's name at the top, and is kept on their record.

Scorecard

Score each from 1 (poor) to 5 (excellent). Leave one at — if it was not covered.

0

Scorecards

What an interviewer scores, for each kind of post

A new scorecard

Up to 20. Anything after a dash ( — ) is a hint the interviewer sees under it. Cards already filled in keep the questions they were scored on.

Add a candidate

CV and documents

or drop them here

What they have been sent

Interview scorecards

Each interviewer fills in their own card after the interview. The scorecards themselves are the school's own, one for each kind of post — change them under HR → Scorecards.

Notes

Interview notes, a reference taken, a call returned. A note cannot be edited or deleted once added; if one is wrong, add another saying so.

Notes can be added once they are saved.

Add a login

Add someone

Staff record

Linking a login lets this person see their own attendance. It does not create an account — do that under Setup → Staff accounts.

The day

Add an entry

Leave it as the one the sort of day uses, or pick your own.
Same day for a one-day entry.

Closed days are kept out of the absence messages, so nobody is asked why their child was away.

Correct this receipt

Account

Charged in total
0
Received in total
0
Owes
0
DateWhatCharged PaidBalance

Nothing on this account yet

No opening balance, no voucher issued and no payment taken.

Oldest first, like a bank statement. A receipt is never edited or deleted — a correction appears as its own reversing line, so the history stays readable.

Add an enquiry

A family who has not joined yet

Worth writing down. Several families giving the same reason is the most useful thing this screen will ever tell you.

Admission form

Admission form

Documents

My attendance

In
0
Late
0
Away
0

This is your own record as the office has it. If something here is wrong, tell the office — only they can change it, and the change is recorded.

Setup is locked

Enter your 6-digit Setup PIN to open it.

Setup locks again when you close it, and after 15 minutes with no changes.

Setup changes how the whole school runs, so it asks for a PIN of your own before it will change anything. Choose six digits you will remember and nobody else would guess.