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Initial Setup

Go to Administration/Setup section.

Organization Information

The Organization Name and Type that shows up were entered during the sign-up process and can be altered if needed.

Available Organization Types include PTO, Booster Club, PTA, PTSO, etc.

To make any other necessary changes, please expand the relevant tabs.

Address

Enter the organization’s address, city, state, and zip code.

Contact Information

Enter the contact’s name, phone number, and email address.

Financial Year & Grade Information

Enter the beginning grade and ending grade levels.

When you sign up, the fiscal year, start date, and end date are set for the year of sign-up.

The fiscal year (fiscal start datefiscal end date) for your school typically runs from July 1st to June 30th and should not be altered once set, except during year-end transitions.

New User Registration

Who is eligible to register online?

The settings in this section will determine the eligibility of a user who registers through the “New User Registration” option on the login screen.

Please note that an administrator can still create users outside of these restrictions. This only applies to online new user registration.

There are four settings available:

  1. Disable new user registration
  2. Allow registration for all members who have signed up
  3. Limit registration to parents only
  4. Limit registration to all parents listed in the student directory.

Default Role for New User Registration

This is a default security role for the user who has registered online.

The default role is the security role that will be assigned to new users upon online registration. This role should have limited privileges for security reasons. For more information on creating security roles, please refer to the “Create Security Roles” section in the Administration section.

It is recommended to create a role specifically for the parent portal with restrictions to specific modules such as the student directory, volunteer sign-up, member sign-up, and calendar.

Roles with administrator privileges should not be set as the default role.

Some of the information in the following tabs can be configured at a later time as required.

Membership Setup

Membership  Setup is explained in greater detail in the Membership section. You can set fees based on the fee type for collecting membership fees and also control the visibility of certain columns on the membership form.

Payment Gateway

The Payment gateway is where you can configure the Stripe or PayPal payment system with their respective keys, allowing for direct online payments for membership or shopping cart transactions. Further instructions on setting this up can be found in the Membership Setup section.

Volunteer Signup Form

Online Volunteer Signup Form Type

There are two formats for presenting the volunteer sign-up form on the screen. If you select Show Available Committees, you will need to go to the Committees section and specify the number of volunteers needed.

Volunteer Coordinator’s email

Email for the Volunteer Coordinator to receive notifications for each volunteer sign-up.

Next Steps to proceed in the Knowledge Base:

  1. Begin with setting up your Organization Structure
  2. Establish your Board/Chairperson List  and Committee List in the Organization module
  3. Assign tasks to specific individuals through the creation of Security Roles.
  4. Create Users and assign them the respective Security Roles
  5. Set up Calendar Events for the school year
  6. Build your website using the Website Builder
  7. Encourage volunteers to sign up for committees using the Volunteer Signups Form and share it through email/text, website embed, or QR Codes.
  8. Set up Signup Forms for PTA/PTO events and share them via email/text, website embed, or QR code.
  9. The Treasurer can start organizing finances using the Finance Manager. and setting up the Chart of Accounts.
  10. The Student Directory Administrator can initiate the process by sending a URL link for Student Directory Registration. through email/text or website embed.
  11. The Membership Administrator can begin with Membership Setup.
  12. The Document Administrator can start uploading Newsletters, Meeting Minutes and other relevant documents.
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