When creating items in SchoolCash Catalog, staff must choose how the item will be made available to purchasers. This decision directly affects:
- Who sees the item
- How purchases are made in SchoolCash Online (SCO)
- The clarity of the parent experience in SCO
- Reporting accuracy
There are three main visibility options:
- Attached Items (students and/or staff)
- Unlisted Items
- Public Items
Option 1: Attached Items (Recommended)
What It Means
Items are linked to students and/or Staff, specific individuals, or groups:
- Items can be attached to all students, or by grade, homeroom, course, group, or individually
- Staff can be attached to items by selecting “Grade: Staff"
NOTE: Staff can be included in the Student Information System (SIS) provision if not already there. Speak with your District if you do not see Staff in SchoolCash, or review File Extract Requirements if you are from District Office.
How It Works
- After creating the item, use “Save and Attach” to open the attachment window.
- Select the appropriate group or individuals
- Once attached, the item becomes visible only to SchoolCash Online users linked to these students.
- Please review the complete Item Attachment Process for more details.
Parent Experience
- Parents will receive an email notification of the item being available to them the next day, acting as a communication tool for the parent.
- Parents log in and see only items relevant to their child.
- No confusion or clutter from unrelated items.
- Clear instructions and deadlines are visible.
- Optional auto-generated email reminders can be sent for deadlines from SchoolCash Catalog. Learn how.
Staff Experience
NOTE: Staff can be included in the SIS provision if not already there. Speak with your District if you do not see Staff in SchoolCash, or review File Extract Requirements if you are from District Office.
Staff can purchase items if attached via “Grade: Staff” or items that are attached to “All.
- If the item is not for the staff to purchase, bookkeepers can still attach it to their teachers to notify them that it has been put online and to get the teacher to review the Parent Shopping Experience to help parents and students.
- They can create a SchoolCash Online account, attach themselves as students, and confirm their identity (e.g., Date of Birth, ID).
Impact (Benefits)
- Targeted visibility: Only relevant users see the item.
- Cleaner interface: Parents are not overwhelmed by irrelevant items.
- Accurate reporting: Purchases are tied to specific individuals.
- Privacy and control: Sensitive items are not exposed to the entire district.
Option 2: Unlisted Items
What It Means
Unlisted items are not visible under the SchoolCash Online 'Items' tab, reserved for public items. Unlisted items are accessed only via a unique private link, making them ideal for limited audiences such as staff or external guests.
How It Works
- Activate the 'Unlisted' toggle during item creation in the 'Availability' section. Once the item is saved, the system automatically generates a unique private link for the item.
- This link can be marketed and shared by providing said unique item URL through flyers, posters, electronic notices, etc.
Parent and Guest Experience
- Purchasers can use the link to access the item and pay online. They may use guest checkout or create an account. The system tracks payments and issues receipts.
- Optionally, purchasers can declare who they are buying the item for, which appears in reporting.
- It is difficult to distinguish which items apply to which child if parents did not declare which student they purchased the item for. If the limit per person is set to greater than one, depending on item setup, i.e., option choice setup, the purchaser will have to enter the Unlisted URL for as many times as they wish to make purchases. Find the fundamentals on Quantities and Limits here.
- Good option for when Staff are not included in the provided Student Information System file.
Staff Experience
- Staff can use the private link to purchase items such as retirement gifts or luncheons. They may use guest checkout or their own account.
Impact (Benefits and Risks)
- Secure access: Only those with the link can view and purchase the item.
- Controlled distribution: Ideal for staff-only or limited-audience items.
- Limited Visibility: If the item is only Unlisted, the school might need to send multiple manual reminders outside of SchoolCash and outreach to parents for them to review and see the items.
- Flexible checkout: Supports guest and registered user payments.
- Reporting issues: Harder to track intended recipients if parent did not declare which student they purchased the item for.
- Privacy concerns: Sensitive or restricted items may be exposed if link is shared across unverified audiences.
Option 3: Public Items
What It Means
Items are visible to everyone using SchoolCash Online, whether they are a Parent, Guardian, or Guest user.
- Item is displayed on the District’s SchoolCash Online website under ‘Items’ section, sorted by school.
- This link can be marketed and shared by providing said unique item URL through flyers, posters, electronic notices, etc.
How It Works
- Activate the “Public” toggle during item creation, under ‘Availability.’
- Tip: Include the following information in the item description:
“If this item is to be picked up by someone other than you, uncheck the checkbox beside Myself. This activates the Who are you purchasing for field.
Enter the individual's name in the format LastName, FirstName to ensure the correct individual receives the item.”
- Item appears in all parent dashboards, under the District Tab, regardless of relevance.
- Optionally, purchasers can declare who they are buying the item for, which appears on some reports.
Parent Experience
- Parents see items not intended for their child.
- May lead to confusion, unnecessary purchases, or support inquiries.
- It is difficult to distinguish which items apply to which child if the parent did not declare which student they purchased the item for.
Impact (Risks)
- Overexposure: All parents see public items created by all the schools and the district under the district SCO public tab.
- Confusion: Unless schools follow SchoolCash’s Best Practices when creating public items, Parents may ask why they see items they do not recognize. Confused Minds say No!
- Purchase errors: Items may be bought by the wrong families.
- Reporting issues: Harder to track intended recipients if parent did not declare which student they purchased the item for.
- Privacy concerns: Sensitive or restricted items may be exposed.
Why Public Items Should Be Used with Caution
In conclusion, the public toggle should be used with caution. Public items are best suited for open-access purchases where the audience is broad and not limited to specific students or staff. These include:
- Fundraisers (Spirit wear sales, School-wide donation campaigns, Booster club merchandise)
- Community Events (Tickets for school plays, concerts, or sporting events, Public-facing festivals, or fairs
- District-Wide Initiatives (Items or events promoted across multiple schools, Centralized campaigns where student attachment is not practical
Even when using the public setting, it is recommended to attach students to the item as well. This ensures parents receive automated notifications and helps promote the item within the school community.
- Avoid using Public for items that are:
- Meant for specific students or staff
- Sensitive or private in nature
- Prone to confusion if seen by unintended audiences
Best Practices for Catalog Item Creation
- Always preview the item before saving to see the purchaser’s view.
- Use “Save and Attach” to link students/staff.
- Be cautious when using the Public toggle, knowing items are visible to everyone using SchoolCash Online, whether they are a Parent, Guardian, or Guest user. Follow these tips for Public Items Best Practices
- Instead of using Public, think about using the Unlisted toggle for staff or external purchasers with a direct link. Here is more information on Understanding Public VS Unlisted Items.
- Set clear start/end dates and optional reminders.
- Limit quantity or purchases per student if needed.