SchoolAdmin Parent Portal Help Center

If it’s your first time visiting your school’s parent portal, click on the green ‘Begin admissions process’ button to fill out an application form.

Please note: Depending on your school's setup, you may or may not see the second box which is for authentication codes.

 

If you already have a student in the admissions or enrollment process and you’d like to fill out an application for an additional student, click on the ‘Add a new student’ link below your student list.

 

If you have a student that applied for one year, and you’d like to submit an application for an additional year for the same student, click on the ‘Apply for a new year’ link below your student list.

When you fill out and submit a new application, you may see this message on your student’s list:

This simply means that the school is working on building the checklist for your student. Once built, the message will be replaced with a ‘Continue Admission Process’ button, similar to the image below:

Checklist Items Managed by Parents/Guardians

A checklist item will be marked complete automatically if any of the following actions take place: 

You submit an online form such as the application form, online contract, etc.

You submit an online payment that’s represented by an individual checklist item such as an application fee or a deposit/registration fee.

You upload one or more files to a checklist item that requires it.

An online teacher recommendation or transcript request has been completed and submitted to the school by the teacher/professional.  You'll receive an email notifying you that the recommendation/request has been completed and you can click on 'View Details' within the checklist for more information.

Checklist Items Managed by the School

For any items that ask you to request materials be sent to your school such as official transcripts, these items will be marked complete by the school upon receipt of the document(s).  See below for an example.

 

Within your checklist you may have a mix of required checklist items and optional checklist items. 

Required Checklist Items

 Required items must be completed in order for your child/student to complete their Admissions or Enrollment process, respectively.  These items are listed at the top of your checklist as seen in the example below.

Optional Checklist Items 

Optional items are located near the bottom of your checklist and do not need to be checked off for your child to complete their process.

 

Upload/Download a File 

To upload one or more files to a checklist item, click on the 'Upload' button, then, select the file from your computer that you'd like to upload.

Once the file has been successfully uploaded, the checklist item will automatically be checked off.  

Click on the 'Manage Files' link for more options.

The Document Manager window will open. You can download a copy of your uploaded file by clicking the 'Download' link along the right. If you have multiple files uploaded, you can click 'Download All.'

If you hover your cursor near the 'Download' link, you will see a red trash can icon appear. Clicking that will delete the file.
 

Click 'Done' to exit and return to your checklist.

How to send a request. 

Click on the 'Send Request' button within the checklist item for the recommendation or request.

Then fill out the form with the teacher/professional's name and email and click 'Send.'

Once the request has been sent, you'll see a message that says you'll receive an email once the recommendation form or transcript request is completed.

How to Edit a Request 

Click on the 'Edit Request' button if you'd like to send the recommendation to a different teacher/professional.  You can also send a reminder to the existing teacher/professional by clicking the 'Resend' button.

When editing the request, you will be prompted to fill out the form with the new teacher/professional's name and email.  There's also a message that states the existing request will be cancelled.

Then click the 'Send New Request' button.

Important Note: If you re-send the invite while the teacher/professional is working on the recommendation, as noted by the “in progress” status in your checklist, it will cancel their link and they’ll have to start over with the new link.  

You will receive an email once the recommendation or transcript request has been completed and submitted.

 How to Track the Progress of the Recommendations or Requests

You can track the status of the teacher recommendation/transcript requests via the following states: 

Sent: This status will display with the date once you submit the recommendation/transcript request.

In Progress: This status indicates that the teacher/professional is in the process of filling out the form.

Submitted: This status indicates that the recommendation/request form has been completed and submitted to the school as part of your applicant's file.  The submit date will display.  You will also receive an email notifying you that the form has been submitted.

Declined: This means that the teacher or professional declined to complete the recommendation form or transcript request. 

 

To book an appointment, click on the 'Schedule Appointment' button in your checklist.

Then, pick an available time slot in the calendar that opens.  Click on the time slot bar on the selected date.

A contact form will display with your selected appointment details. Your contact information may pre-populate if it's already in the system. You can edit these details if needed. Please note, the appointment from below is an example and your form may include more information.

To confirm and book your appointment, click the 'Submit' button.

Once your appointment has been booked, you'll see a summary of your appointment details.

Click on the 'Return to Checklist' button to continue working on remaining items.

Please note: depending on the setup of your school, you might also receive a confirmation email regarding your scheduled appointment.

If you need to view your appointment details at any point, you can click on the 'View Appointment' link within your student's checklist.

 Depending on your school, you may or may not have the option to re-schedule or cancel your appointment through the checklist.  If this option isn't available, you can contact your school to reschedule or cancel.

 

Upload a Photo To upload a photo to a checklist item, click on the 'Upload Picture' button. Then select the file from your computer.

Once the photo has been uploaded, the checklist item will automatically be marked complete, a date will display for when the upload took place, and you can click on the 'View & Edit Photo' link to rotate, crop, or replace the photo.

Edit/Replace a Photo 

To view and edit the photo you uploaded, click on the 'View & Edit Photo' link.

There are arrows located above the photo to rotate the picture clockwise and counter-clockwise.   You can also crop the picture by dragging the sides in and out, or click and drag the highlighted area to select an area of the photo to crop out.

Once you're done, click the 'Crop & Save' button.  

To replace the photo with a different one, click on the 'Choose a different photo' link and select a new file from your computer to upload.

 

Completed Application Checklist

In Admissions, your applicant(s) will have all required checklist items marked complete and the message below will display on the main page of your Parent Portal. 

The progress bar will disappear and there will be zero required checklist items left to complete.  

The completion of optional checklist items do not affect this status change and will not be included in the items left to complete count.  You can still access the checklist and make any changes if necessary (for example, generating pdf copies of forms you submitted or reviewing event registration details) by clicking on the 'view checklist' link.

Completed Enrollment Checklist
 In the Enrollment checklist, your student(s) will have all required checklist items marked complete and the message below will display on the main page of your Parent Portal.  

 

The progress bar will disappear and there will be zero items left to complete.  

The completion of optional checklist items do not affect this status change and will not be included in the items left to complete count.  You can still access the checklist and make any changes if necessary by clicking on the 'view checklist' link.

An authentication code is a unique code that links a parent/guardian portal account to a related student’s checklist. The parent/guardian that fills out an application form within the parent portal will be automatically authenticated to the applicant who's form they submitted.  Any additional parents/guardians that need access to the student(s) checklist(s) will need to enter an authentication code for checklist access.  Authentication only needs to happen once for each contact, and does not need to be repeated year over year.

Any parent/guardian that did not fill out the application form for the student that needs access to the Admissions or Enrollment Checklist. All returning families that are using the Parent Portal for the first time will also need to authenticate to each of their student’s enrollment checklists to access the contract/registration form.

Authentication codes are unique to each individual user account within the parent portal and cannot be shared.  You must use your own authentication code to gain access to your child’s checklist as it can only be used once.

If you need an authentication code, call the Admissions contact listed in your Parent Portal.  For families that are enrolling, you may have received an email from your school with either a hyperlink to authenticate or with an authentication code that you can manually type in.

Below are example images of what the authentication code may look like. Please note that the way you receive your code and how it appears within communications will depend on the setup of your school.

URL link authentication code example:

If you have an authentication code link, you’ll be asked to log into your parent portal account and, upon logging in, your account will be authenticated.

Manual Entry code example:
 

 

 Manual Authentication 

If this is your first time creating a parent portal account and you need to be connected to a student who already has a checklist, click on the text shown below that says, 'enter your authentication code.'

If you already have students listed in your account and you are missing a student that has applied and should be connected to you, you will need to manually authenticate to the student’s checklist.

There's an authentication code link at the bottom of your student list as shown below.

Once you click on either of these links, you'll be prompted to enter the authentication code.  

Click 'next' when finished.

 

If you see the Contract checklist item without a 'Complete Form' button, this means your school hasn't yet generated your child's contract. You can contact the school for more information.

Once the contract/registration form has been generated, you'll see the 'Complete Form' button as displayed below.  Click it to access your form.

 

For any checklist items that require or offer an option to physically mail or drop off payment/documentation, these items will be manually checked off as complete by the school upon receipt.

Please note, this step only applies to schools that use FACTS and that have a checklist item named 'FACTS' in the Enrollment Checklist.

 First, you will complete the online Enrollment Contract/Registration form in the Enrollment Checklist.  
**All Contracts for your family need to be submitted before going to FACTS.**

Then, you will click the FACTS button (on the Enrollment Checklist), which brings in your demographic information and tuition/fees data into FACTS.  The link provided in the checklist item description is specific to the integration and must be used and you should only use that checklist item button to navigate to FACTS.

Once in FACTS, the you can use your existing FACTS username and password to log in, or create a new account if you are a first-time user.

 The two accounts will then be linked, and your Parent Portal will remember the FACTS sign-on so you can access it from the FACTS checklist item.  A few key points:

• All bank account information etc. that was entered last year in FACTS will remain.
• Balances will be passed over per student, not per family.
• The address/name(s) will be updated in FACTS if it’s different on the contract, which may have a contact update page embedded within.

You will select your payment plan within FACTS and finalize the agreement.  Once completed in FACTS, the SchoolAdmin checklist item is marked complete.

Please note, this step only applies to schools that use FACTS and that have a checklist item named ‘FACTS’ in the Enrollment Checklist. The following criteria must be met for the FACTS link to appear in your child's checklist:

• All contracts for all of the student's on your portal account must submitted before the FACTS button will appear. If you have student's listed in your parent portal account who do not have a contract available and that is preventing you from accessing FACTS, please reach your school's Admissions or Enrollment contact for assistance.

For a contract/registration form that requires more than one signature, each signer must have their own individual parent portal account. No two parents/guardians can sign the contract logged in under the same account.

The first signer will click on the 'Complete Form' button to preview the contract/registration form and sign it.

When signing the contract/registration form, you will be notified that an additional signature is required.  Some instructions will also display as shown below.  Type in your signature and click the 'Next' button.

On the last page of the contract/registration form, you'll see a record of your signature as the first signer, and there will also be a list of additional contacts that can be invited to sign the document.  If someone is listed that shouldn't have access to the form, or if a signer that's needed isn't listed, contact your school to have this information updated.  Click on the 'Send Invite' button to email the second signer.

You will be asked to confirm that an email will be sent to the email address listed, requesting a signature.  Click 'Send' to confirm.

A message will display at the top of the screen confirming that the invitation was sent.  You can see the details of who signed the document and who received an invite.  You can also click on the 'Back to Student Name's Checklist' link at the top of the page to return to the checklist.

If you click on the 'View Invite' button, you can see the details of who was invited to sign the document.

If you click on the 'Resend Invite' link near the bottom of the 'View Invite' screen, you'll be asked to confirm the address for the invitation. Click 'Send.'

Once you return to the checklist, you will now see that the Contract/Registration form is in a 'Pending Additional Signatures' status.  You can also click on the 'View Document' button to view it.

Once the second signer signs off on the document, either signer can pay the deposit.  Please note, the deposit cannot be split between signers.

The deposit cannot be paid until all signers have signed off on the agreement. Once the last signer submits their signature, any parent/guardian can pay the deposit.  Deposits cannot be split between signers.

Once you're logged into the SchoolAdmin Parent Portal, click on the 'Billing Management' tab along the top, to the right of the 'My Students' tab.  If you do not see the billing management tab, please contact your school's Admissions Office.

 

• Parents/Guardians will access the school's contract/registration form within the checklist of the Parent Portal.
• You'll select your payment plan and any other options that are listed within the contract, which will determine your scheduled payments.
• The contract will then be signed by one parent/guardian, or by two if your school is using dual signatures. If the contract/registration form requires dual signatures, the deposit/registration fee can't be paid until both signatures have been submitted on the contract.
• If using dual signatures, either parent/guardian can pay the deposit and enter in their payment information. They can also check a box to enroll in auto-pay for tuition payments. To learn more, please review the dual signatures section.

Deposits cannot be split.  If you need a manual adjustment made to your next payment amount, please contact your school.

Autopay can be setup when paying the deposit/registration form.  It can also be setup or managed later within the 'Billing Management' tab of your school's 'Parent Portal' along the right hand side under 'Account Information.'

 

You can view your current balance within the 'Billing Management' tab of the Parent Portal and within your Billing Statement.

This page will show you the amount that's due today and the next amount that's due with a date.

 

You can click on the 'Make Payment' button to make a manual payment at any point in time.  You can make partial and additional payments as needed.  If you're already enrolled in Autopay, the payment will be processed automatically on the billing date.

When you make a payment, you'll enter your billing account name and payment information as shown below.

 

Throughout the billing process, and depending on your school's setup,  you may receive a variety of emails based on the status of your payment as described below.

• Account Overdue: This email is sent immediately once the payment amount is overdue. A link to your Billing Statement is also included.
• Payment Failure: This email goes out immediately if your payment method fails. 
• Payment Received: This email is sent automatically to the payer to confirm receipt of payment.
• Statement Updated: This email informs the payer that their billing statement has been updated to reflect recent changes with a link to view the updated statement.
• Upcoming Payment and Upcoming Statement: These email go out before the payment is due. They include the upcoming charge amount and due date as well as a link to the Billing Statement.

You can update your billing information via your school's 'Parent Portal' at any time by selecting your 'Billing Management' tab.

Payment information can be updated along the far right under 'Account Information.'

 

If you already have a saved payment profile, you will select the 'Update Payment Details' button.

If you do not have a saved payment profile yet, you can add one by selecting the ‘Enroll in AutoPay’ button.

Please note, depending on your school’s setup, you may or may not be required to enroll in autopay in this process.

Yes. You can make early, partial and/or additional payments at any point in time. If you need to pay by paper check or cash, please contact your school.

If you need to change your payment plan, please contact your school for the next steps.

Within the Billing tab, you can see your entire ledger of charges and credits including the date, description and category of the fee/credit, the amount and remaining balance.  You can also click on 'view statement' to see your current billing statement.

 

Within the Billing Management Tab and to the right of "View Statement" there will be another button called "Tax Statement", this will be where you can download your tax statement.

You can also download your tax statements for any calendar year they have made payments for. This statement will include all payments within a calendar year, January 1st through December 31st. It will also split those payments into the specific categories which they have been applied to.

 

 

Please note, micro deposits are only required for certain schools and banking institutions. This section is only for instances where micro-deposits are utilized.

With this verification method, you will manually input your account and routing number. This will initiate the micro-deposit process.

You will be sent a single, 0.01 USD micro-deposit. This deposit will appear on your bank statement with a unique 6-digit verification code beginning with the letters “SM”. This will be listed in the statement descriptor.

The micro deposit usually arrives in 1-3 business days. Once received, you will be notified and prompted to confirm the 6-digit verification code beginning in “SM” from the statement descriptor.

Note: It is best to wait for the micro deposits to hit your bank account before making any additional attempts, because if you start this process again, Stripe will send another micro-deposit (and SM code) to your bank. This may cause confusion on which amounts need to be entered.

If you initiate this process again, the old amounts will not be able to work for verification.

Process

• Within the Parent Portal-->Billing Management tab, you will click on the 'make a payment' button.
• Next, you will select Electronic Check as the payment method. Then fill out your name and email address.
• Then click on Select Bank and Pay by Electronic Check.

 

• Then a window will pop up, select Manually Verify Instead at the bottom of the window in purple.

• On the next page, enter in routing and accounting number, then also confirm your accounting number then select Continue.

 

• After choosing continue, you will need to wait for the micro deposit to come through to your bank as well as the verification code. You will be notified by email when this comes through, you can use the link directly from the email to verify.

IMPORTANT NOTE: Due to the transfers taking 1-3 days to appear in your checking account, it’s best practice for you to go through this process at least 3 days before your payment is due.  This is so that you ensure you receive the micro deposits and confirm them before your billing payment date.  This will eliminate the risk of a late payment being made.

IMPORTANT NOTE: Due to the transfers taking 1-3 days to appear in your checking account, it’s best practice for you to go through this process at least 3 days before your payment is due.  This is to ensure you receive the micro-deposit before your billing payment date.  This will eliminate the risk of a late payment being made.

 

If you would like to allow someone else to access the Billing Management tab for your account, which will allow them to make one time payments, you can click on the ‘add additional contact’ button along the right under ‘Manage Shared Billing Access.’ Please read the message within this section for important information.

Once you click on this button, you’ll see a list of available contacts to add.

Select the contact you’d like to share access with from the drop down, and then click on the checkmark to add them. They will receive an email with instructions and a link to access the account. If the contact you’d like to share access with isn’t listed, please contact your school to request an additional contact be added to your account. 

IMPORTANT Note about Autopay: Only the primary billing account owner can be enrolled in autopay. All shared accounts can make one time payments only. The autopay option will still display, however, it will not work for an account with shared access. 

At this time, a shared account cannot sign up for Autopay. Although the Autopay option displays, it will not be saved for a shared account. 

No, a shared account cannot view or edit a primary billing account’s payment information. They can make one-time payments by entering in their own payment details. 

To make a one-time payment as a shared account holder, click on the Billing Management tab along the top, and then click on the ‘Make Payment’ button.

The shared account will be asked to enter the payment amount, and then they’ll enter either their credit card information or electronic check details. Please note, a shared account will not actually be enrolled in autopay. 

 

If you’d like to remove or revoke access to your billing management for a shared account, click on the red ‘x’ next to their name under the shared account section. 

A confirmation message will display. Click on the ‘delete contact’ button to complete this action. The shared account will no longer have access to the billing management tab unless you decide to reassign them at a later point in time.