Payments & reports

What schools have paid you, and what is actually happening across the platform.

Payments

Sidebar → Payments

Every subscription order schools have placed — who paid, how much, when, and whether it completed.

Status	Meaning
Completed	Paid. The school's subscription was extended
Pending	Started but never finished — the parent or school abandoned the payment page, or the gateway never confirmed

A stuck "pending" order is usually a webhook problem

One or two pending orders is normal — people change their minds. Many pending orders, especially where the school says they paid, means your gateway is not telling the system about successful payments.

Check the webhook URL on payment gateways.

Payments taken outside the system — bank transfer, cash, cheque — will not appear here. For those, extend the school's subscription date by hand when the money arrives.

Reports

Sidebar → Reports

Six reports, each answering a different question.

Report	Answers
Login Logs	Who signed in, when, and from where
Schools Usage	Which schools are actually using the system
Fee Collections	How much money is moving through your platform
Attendance Trends	Whether schools are marking attendance at all
Engagement Audit	Which schools are active and which have gone quiet
Communications	How many messages are being sent, and by whom

Schools Usage, Fee Collections and Attendance Trends can be exported to CSV for your own analysis.

The two that matter commercially

Engagement Audit is your renewal early-warning system. A school that has stopped logging in will not renew, and you find that out three months before the invoice rather than on the day.

Communications is your cost control. It shows who is sending what, which explains your provider bill — and often reveals a single school sending far more than the rest.

Login Logs

Records sign-ins with the address they came from. Useful when:

• Someone reports an account being used by another person
• You want to confirm a school is genuinely using the system
• A team member has left and you want to check for later access

The log can be cleared when it grows large — but export anything you might need first, because clearing is permanent.

Check Engagement Audit monthly

It is the single most useful platform report. Ten minutes a month tells you which customers are drifting while there is still time to call them.

Common questions

Why does Fee Collections not match a school's own figures? This counts what passed through the system. Fees collected in cash and recorded later, or not recorded at all, will not match.

A school paid but their subscription did not extend. Check Payments for a pending order, then the gateway webhook. You can extend the date manually meanwhile.

Can I see one school on its own? Yes — the reports filter, and each school's own record shows its activity.