Overview

When you create or edit an item in SchoolCash Catalog, you choose how it appears to parents/guardians (and, in some cases, staff or guests) in SchoolCash Online. The visibility option you choose affects who can find the item, how they purchase it, and how clear your reporting is. 

Before you begin

If you want staff to appear as an attachment option (for example, “Grade: Staff”), staff records must be included in your Student Information System (SIS) upload. If you do not see staff as an option, contact your District Administrator.


Steps

Decide who should be able to buy the item

  1. If the item is meant for specific students (or a defined group), you will Attach the appropriate students.
  2. If the item is meant for a limited audience who will receive a direct link (for example, staff gifts, a volunteer fee, or a club payment), use Unlisted visibility.
  3. If the item is meant for broad community access where anyone can view it in SchoolCash Online, use Public visibility.


Choose the visibility option during item creation

  • Navigate to SchoolCash Catalog, then create a new item or edit an existing item.


If you choose to Attach

  • Use this option when the item should appear only for specific students, or for a defined group (for example: grade, homeroom, course, group, or specific individuals).
  • After you create the item, select Save and Attach, then attach the item to the students or groups who should see it.
  • In SchoolCash Online, the item appears only for parents/guardians who are linked to the attached students.
  • This option typically reduces confusion because parents/guardians see only items that apply to their student.

See more details: Item Attachment Process


If you choose Unlisted

  • Use this option when the item should not appear in general item lists and you want access controlled by a direct link.
  • Turn on the Unlisted option in the item’s Availability section.
  • After you save the item, SchoolCash generates a private URL. Share that link with your intended audience.
  • If a purchaser does not identify who the purchase is for (when prompted), reporting may not clearly show the intended recipient.
  • If you expect multiple purchases, review quantity and limit settings so the purchase experience is straightforward.

See more details: Quantities and Limits Fundamentals


If you choose Public

  • Use this option when broad access is expected (for example, district-wide campaigns or community-facing fundraising).
  • Turn on the Public option in the item’s Availability section.
  • The item is visible to SchoolCash Online users in the District tab of SchoolCash Online, regardless of whether it applies to their student.
  • This option can create confusion when families see items that do not apply to them.
  • If the purchaser does not identify who the item is for (when prompted), reporting may not clearly show the intended recipient.
  • If the item is also attached to students, direct parents/guardians to purchase it from the student’s attached item list so the purchase aligns with the attachment.

See more details: Best Practices When Creating Public Items


Outcome

You selected a visibility option that matches your audience, reduces confusion for parents/guardians, and supports clearer reporting.


Troubleshoot

  • You do not see staff as an attachment option > Staff may not be included in the Student Information System (SIS) upload. Contact your District Administrator to confirm how staff is handled in your district.
  • A purchaser says they cannot find an item > Confirm whether the item is Attached, Unlisted, or Public. Unlisted items require the private link.
  • Reporting does not clearly show who a purchase is for > For Unlisted or Public items, results may depend on whether the purchaser identified who the item was for. For more details, see Explanation of the "Who are you Purchasing for?" Field. Use Attach when you need student-specific reporting.
  • If you have done all the troubleshooting steps and still have an issue, contact your District Administrator.


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