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.

 

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.

 

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 has been completed and submitted to the school by the teacher.  You'll receive an email notifying you that the recommendation 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.

 

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 has been completed and submitted to the school by the teacher.  You'll receive an email notifying you that the recommendation 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 blue '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.' Click 'Done' to exit and return to your checklist.

 

How to Submit a Request. Click on the blue 'Send Request' button.

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

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

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

Fill out the form as you did before with the new teacher name and email.  There's a message that states the existing request will be cancelled. Then click the blue 'Send New Request' button.

Important Note: If you re-send the invite while the teacher is working on the recommendation, as noted by the “in progress” status in your checklist, then it will cancel the teacher’s link and they’ll have to start over with the new link.  You will receive an email once the recommendation is complete. How to Track the Progress of the Recommendation You can track the status of the teacher recommendation via the following states: Sent: This status will display with the date once you submit the recommendation request.

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

Submitted: This status indicates that the recommendation 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.

 

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

Then pick an available time-slot in the calendar that opens.  Click on the blue 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. Then click the 'Submit' button to book your appointment.

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.

If you need to view your appoint details at any point, you can click on the 'View Appointment' link.  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 blue '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's 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 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 0 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.

Completed Enrollment In Enrollment, 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 0 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 checklist’s 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.  If you have an authentication code link, you’ll be asked to log-into your parent portal account and then confirm your identity by clicking ‘yes.’ Manual Authentication If this is your first time creating a parent portal account, click on the blue text shown below that says, 'enter your authentication code.'

If you already have access to one child's checklist, but you didn't fill out a form for another child, then you'll need to authenticate to that child'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.

The last step is to confirm your identity.  Click 'Yes' and you will then be redirected to the checklist.

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.  A Parent/Guardian completes the online Enrollment Contract/Registration form in their Enrollment Checklist.  All Contracts for the family need to be submitted before going to FACTS. Important: The FACTS link will be hidden if there are any siblings who are still in admissions for that year.  This means that every kid that was accepted to the school must be in Enrollment with a completed contract in order for the FACTS link to display. Parents/Guardians then click the FACTS button on their SchoolAdmin 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.  Any outside links used by the parent will break the integration.  

Once in FACTS, the parent/guardian can use their existing FACTS username and password to log-in, or create a new account if they 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.

Parents will select their 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 two criteria must be met for the FACTS link to appear in your child's checklist:

• If you have at least one child in enrollment and one or more children in admissions, you will not be able to access FACTS until your other children have either moved into enrollment or out of Admissions (declined offer, denied offer, etc.).
• All contracts for all students must be submitted before the FACTS link appears.

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 blue '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 and/or overdue balance within the 'Billing Management' tab of the Parent Portal and within your Billing Statement as shown in our example below. 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 a parent makes a payment, they'll enter their billing account name and payment information as shown below.

 

Throughout the billing process, you will 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 and by how much.  It instructs the parent/guardian making the payment to return to the parent portal or contact the school.  A link to the Billing Statement is also included.
• Payment Failure: This email goes out immediately to the parent/guardian making the payment if their payment method fails. It instructs them to return to the parent portal or contact the school.
• Payment Received: This email is sent automatically to the payer to confirm receipt of payment.
• Statement Updated (Optional):If charges or fees are changed,  the school can decide to send a statement updated email.  This email informs the payer that their billing statement has been updated to reflect recent changes with a link to the updated statement.
• Upcoming Payment: This email goes out 2 days before the payment is due with the upcoming charge amount and due date. It also includes a link to the Billing Statement.
• Upcoming Statement: This email goes out 10 days before the payment is due with the upcoming statement amount and due date. It also includes a link to the Billing Statement.

Parents/guardians can update their AutoPay information via your school's 'Parent Portal' at any time by selecting their 'Billing Management' tab.

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

 

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

If you need to change your payment plan, please contact your school for next steps, which will include a new contract/registration form.

Within the Billing tab, payers can see their 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. Payers can download their 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 specific categories for where they have been applied to.

 

Micro Deposits

Overview

SchoolAdmin provides an alternative and secure way to process Electronic Check withdrawals by linking to banks with the account holder's account number and routing number.  We have to verify the account information via a "micro deposit" process.  The micro deposits will be a single, 0.01 USD micro-deposit to the bank account you used to enroll with a unique, 6-digit descriptor_code that starts with SM. You will need use that string to verify your bank account. The micro deposit usually arrives in 1-3 business days from Stripe to the bank account you entered.

Note: It is best to wait for the micro deposits to hit your bank account, because if you start this process again, Stripe will send more micro deposits to your bank. Which can cause confusion on which amounts need to be entered. Once and if you initiated this process again, the old amounts will not be able to work for verification, even though you might have entered the same bank account.

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.

Enable/Disable AutoPay

You can enable/disable autopay to saved/verified payment credentials.

 

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.