SchoolSet Release Notes
This release introduces a range of updates designed to simplify daily workflows and give schools greater control over communications, registration, staff management, and financial operations. Highlights include a unified Communications module, new staff profiles, phased online registration, and more flexible payment management. We have also expanded file organization, school year management, and Seti’s capabilities, alongside improvements to transportation, attendance, and reporting.
Communications
The new Communications module brings personal outreach, incoming replies, broadcasts, and system activity into one contact-centered workspace. Staff can manage conversations while viewing relevant student, family, contract, balance, and payment information.
Key Points:
Communicate by email, SMS, or voice, and manage connected shared mailboxes.
Use a unified inbox to organize conversations and incoming replies around each contact.
Create targeted academic broadcasts using files, forms, documents, merge tags, and AI-assisted writing.
Send messages immediately or schedule delivery, and track results for individual recipients.
Receive a warning when a contact’s email address or phone number has changed, with the ability to continue the conversation using updated contact information.
Where This Is Located:
These features are available in the Communications module.
Staff Management
New staff profiles provide a central place to view staff information, manage positions, and access related files.
Key Points:
Open a dedicated staff profile with demographic information, a position summary, and files.
Edit staff details in a pop-up window rather than navigating to a separate editing page.
Add, edit, or remove positions directly from the staff profile.
Upload profile photos that appear on staff profiles and in the staff list.
Filter staff by department, grade, and class, and select a specific academic year or view staff across all academic years.
Where This Is Located:
Open the Staff list and click a staff member to access their profile. Position management is available within the profile.
Online Registration
Registration updates give schools more flexibility in organizing enrollment while making it easier for parents to complete the process and understand their financial responsibilities.
Key Points:
Organize registration into separate phases. Each phase’s Active setting controls availability; the displayed registration dates do not automatically block registration.
Automatically save information as parents progress through online registration, reducing the risk of losing entered data.
Display full fee totals with expandable installment details, including installment dates.
Offer a Match Fee Installments payment-plan option that matches payment amounts and dates to the underlying fee installments.
Show the actual outstanding prior balance on the Registration Dashboard when a clean balance is required.
Keep completed registrations marked as complete when additional balances become due afterward.
Where This Is Located:
Registration phases and online registration options are managed in Registration Setup.
Balance and completion information appears on the Registration Dashboard.
Parents see the updated fee and payment-plan options during online registration.
Payments and Payment Plans
Payment updates make it easier to apply payments accurately, account for existing payment plans, and follow the school’s allocation preferences.
Key Points:
Use separate New Allocations and Scheduled Payments tabs when adding a payment to allocate or apply them as desired.
Apply full or partial amounts to selected scheduled payments or their individual allocations, with remaining scheduled amounts adjusted accordingly.
Account for upcoming scheduled payments when calculating how much can still be allocated to a fee or pledge, helping prevent overallocation.
Set a school-wide allocation strategy that prioritizes fees across the entire payment plan or within each payment.
Mark previously processed payments as Removed, extending this record-management option beyond manually recorded payments.
Where This Is Located:
Allocation changes are available on the Add Payment screen.
The school-wide payment-plan allocation strategy is managed in payment settings.
Financial Tracking and Reporting
Financial views now provide clearer information about scheduled payments and more consistent access to a family’s financial records.
Key Points:
View expanded payment-plan breakdowns showing Past Due, Due Today, Upcoming, and Unscheduled amounts across collections, pledges, and payment reports.
Filter by scheduled-payment status to identify items that need attention.
Access expanded columns, sorting, and actions in the family financial area, aligned with the corresponding contract, fee, payment, and payment-plan lists.
Find contract charges under Contract Fees, and payment and credit plans under Payment/Credit Plans, for clearer navigation.
Where This Is Located:
These updates are available across financial and collections pages, relevant reports, and Families → Financial.
Deposit Batches and Transaction History
Payment records now include additional tools to support deposit tracking and transaction review.
Note: Deposit batches are available as a Beta Version by request only
Key Points:
Track deposit batch information across payment types. Gateway-provided batch IDs are captured for transactions charged through the system, while manually recorded payments allow schools to enter their own batch IDs.
Filter and sort payments by deposit batch, with bulk editing for batch IDs and batch dates.
Open transaction history from payment records on contracts, family financial pages, and the Payment Report.
View the user who performed a transaction alongside its timing, action, status, and available message.
Where This Is Located:
Deposit batch information is available with payment records.
Transaction history is accessed through payment actions on contracts, Families → Financial → Payments, and the Payment Report.
Contracts, Fees, and Statements
These updates give schools more flexibility when generating fees and preparing financial documents for families and other responsible parties.
Key Points:
Generate contract fees directly from a filtered selection of students instead of selecting students individually or choosing entire grades or departments.
Use separate statement options to control whether previous and future contract years are included.
View fee installment counts and expanded installment details for independent fees when adding payments.
Where This Is Located:
Fee generation is available from Settings→ Set Up School Structure → Generate Contracts by Students
Statement options are available when generating statements.
Independent-fee installment details appear on the Add Payment screen.
Fundraising
Fundraising updates expand payment options and improve visibility into pledge commitments and related credits.
Key Points:
Charge The Donors Fund, OJC and Matbia accounts directly through SchoolSet.
Identify DAF payments separately from standard credit card payments, with DAF support in fee rules.
View scheduled payments on pledges and filter pledges by whether a payment plan is in place, including visibility into overdue and due-today amounts.
Link credits to a specific payer or payment associated with the selected fund or campaign.
Add donations and immediately apply the funds directly as a credit towards contract fees in 1 transaction.
Where This Is Located:
Pledge information is available on the Pledges page.
The DAF processing support is available through payment processing
Payer/payment links are available when creating and editing credits.
Files and Forms
File and form updates help schools organize documents more precisely and reduce manual sorting after submissions are received.
Key Points:
Organize files using multiple subcategory levels in the Files module and family and student Files tabs.
Associate files with staff members, including documents collected through staff forms.
Assign a file category to a File Upload question on forms so submitted documents are automatically saved under the selected category.
Mark form submissions as spam or restore them from the spam folder.
Upload .htm and .html files alongside existing supported file types.
Where This Is Located:
File organization is available in the Files module and related record tabs.
Automatic categorization is configured when editing a File Upload question on a form.
Spam actions are available in Form Submissions.
Seti
Seti now supports additional ways to provide context and enter requests.
Key Points:
Upload documents to provide visual context when working on custom contracts, statements, receipts, and other documents.
Use the microphone to speak a prompt instead of typing it.
Review and edit the transcribed text before sending, or choose to transcribe and send directly. Existing draft text is preserved.
Where This Is Located:
Document uploads are available in Seti.
The microphone action is available in the Seti message composer, including the main Seti page and floating or docked chat.
School Year and Structure Management
School year management has been brought into a dedicated settings area, giving schools more direct control over academic-year setup and visibility.
Key Points:
Add school years and update their titles, start dates, and end dates.
Set the active school year and choose which years appear in school-year selections.
Use edit mode for departments and classes, similar to the existing grade-editing experience.
Benefit from improved performance when selecting school structures and migrating students in larger schools.
Where This Is Located:
School year management and department/class setup are located under Settings → Set Up School Structure.
Transportation
Transportation updates give schools more direct control over route adjustments.
Key Points:
Rearrange bus routes by dragging points directly on the map.
Benefit from additional routing, tracking, and interface improvements.
Where This Is Located:
These updates are available in Transportation, with route rearrangement accessible from the route map view.
Attendance
Attendance permissions can now be managed in advance, helping schools prepare for upcoming attendance exceptions.
Key Points:
Enter attendance permissions for future dates.
View future-dated permissions without waiting until the applicable date.
Where This Is Located:
This feature is available in Attendance.
Immunizations
Immunization updates give schools more flexibility in organizing information and maintaining student records.
Key Points:
Add custom columns to the Immunizations list.
Record additional vaccine doses for students whose immunization records are already marked as completed.
Where This Is Located:
These updates are available in the Immunizations module.
Lists and Labels
Lists and Labels now provides additional family information and more consistent formatting options.
Key Points:
Include family names and family contact fields in student and parent lists and labels.
Apply a single alignment setting to all column headers.
Display phone numbers in a readable format based on the school’s configured country.
Where This Is Located:
These options are available when configuring Lists and Labels.
Navigation and Contact Information
Everyday navigation improvements make common actions easier to access and contact information easier to understand.
Key Points:
Right-click supported table rows to access their Actions menu.
Access student and family editing directly from profile information rather than through an Actions dropdown.
View clearer phone labels identifying the contact and phone type, such as home or cell.
Where This Is Located:
These improvements are available across supported tables, student and family profiles, and contact displays throughout SchoolSet.