Overview

An unlisted public item is a SchoolCash Catalog item that can be purchased online using a unique link, but it does not appear on your district’s public items page. This is useful when you want to collect a payment from a specific audience without listing the item publicly (for example, facility rentals or staff-only purchases).


Before you begin

- You need access to create items in SchoolCash Catalog.
- Your district controls which optional features are available (for example, scheduled payments).



Steps

  1. In SchoolCash Catalog, select Create a New Item (or New Item).
  2. Complete the required fields on the item form:
    • Name - Use a clear name (for example, Gym Rental 2025-2026).
    • Description - Include key details so purchasers understand what they are paying for. Consider covering who, what, where, when, and why.
    • School year - Accept the default or select the correct year.
    • Bank account - Confirm the correct deposit account.
    • Start date and End date - Set the dates the item should be available for purchase.
    • Category/Account Name - Select the appropriate category or GL mapping.
    • Amount - Enter the cost.
  3. In the Availability section, enable the Unlisted toggle.
  4. Add options only if needed (for example, size selections). If options are not required, leave them blank.
  5. Select Save. (Optional: select Preview to view the item as a purchaser would see it.)
  6. To share the unlisted item, open View Items, select the item, then copy the item’s unique Fee Link from the item details and share it with your intended audience (for example, by email or on a private webpage).


Outcome

The item is available for online purchase by direct link, but it does not appear on the district’s public items page.


Troubleshoot

  • A parent says they cannot find the item on the public items page > Confirm the item is set to Unlisted. Unlisted items are accessed using the unique Fee Link.
  • A student attachment remains unpaid after someone paid by link > If you attached the unlisted item to students, a purchaser can still pay using the unlisted link instead of paying under the student’s name. Avoid attaching the item unless you need it tied to students, or clearly communicate how purchasers should pay.
  • You need the purchaser to enter the correct recipient > Add clear instructions in the item description (or option description). If your checkout flow includes the purchaser field, instruct purchasers to uncheck Myself to enable Who are you purchasing this for, then enter the recipient’s name as LastName, FirstName.


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