This article explains how to create a transcript request item using a template. It covers customization options, visibility settings, financial configuration, mailing preferences, and best practices for finalizing the item before publishing.

Item creation overview


Transcript request items can be created using an existing template. Templates often include instructional placeholders, such as the five W’s (who, what, where, when, and why), presented in uppercase or brackets. These placeholders must be reviewed, revised, or removed before publishing the item.

If the item allows mailing, include instructions to collect the student’s current address and apply a postage fee. If mailing is not permitted, remove those fields and add clear pickup instructions, including the location and specific times.

Limit per student

The default purchase limit per student is one. Update this value if the school allows more transcripts per request. For example, set the limit to three or use the unlimited setting by toggling the limit control to gray.

When unlimited is enabled, the system processes as many transcript requests as needed. Costs calculate automatically based on quantity and any additional fees, such as postage.

Visibility settings

The transcript request item supports three visibility modes:

  • Public: Appears on the district’s SchoolCash Online website. Use this for general access.
  • Unlisted: Accessible only via a unique URL. Use this when alumni or specific groups need access without public display.
  • Private: Hidden from public view. Use this for internal-only items or those assigned to specific students.

If the item is public, include the school name in the item title. For unlisted or private items, omit the school name unless required by district policy.

Postage option

The template may include a field for students to request transcripts by mail. If enabled, set up choices such as:

  • Current students can request transcripts without a mailing fee.
  • Alumni can indicate mailing preference and pay a per-transcript postage fee (e.g., $1).

If mailing is not supported, remove the postage option by deleting the related choice field.

Revenue and account setup

Revenue can be directed to a single account or split across multiple accounts or categories. To split funds:

  • Add each destination account or category.
  • Assign the amount or percentage to route to each destination.

Date range and availability

Set the start and end dates for item availability. If transcripts are available all year, use the school year’s duration. If only available during a specific window, define that period. Use the last active day as the end date.

Previewing and saving the item

Before saving, preview the item to verify:

  • All placeholder content has been reviewed and removed or updated.
  • The item’s limits, visibility, and pricing work as expected.
  • The pricing reflects correct totals for quantity and postage, if applicable.

To finalize, choose Save or Save and Attach. Use “Save and Attach” if the item is assigned to a specific group, such as senior students. Use “Save” if the item is not attached to a group and is accessed manually or by URL.