SchoolTracs supports daily class administration at a single centre and branch access and reporting for operators with several locations. The useful question is which work becomes harder as your team grows: keeping bookings and payments together, deciding who may change a timetable, or comparing results across branches. The examples below illustrate situations to test with your own processes; they are not customer case studies.
One centre: what happens when the owner cannot answer every question?
A parent asks to move a lesson while the owner is teaching. Reception writes a note, the teacher uses an older timetable, and the payment record sits elsewhere. Even at one location, the problem is keeping everyone working from the same records.
- Keep the records connected. Use student, enrolment, timetable, attendance and payment records in the same system so staff can check the booking and its payment status when handling an enquiry.
- Make changes visible. Use the timetable to review the revised lesson and its teacher or room allocation. Give the people handling bookings the appropriate access instead of relying on a message being passed on.
- Check outstanding work. Review unscheduled allocations in Unfulfilled orders and remaining visits or minutes in Package Usage. Apply the centre’s leave and make-up policy before arranging a replacement or refund.
A second branch: who should see and change what?
A new receptionist needs the new branch’s records, a teacher needs their lesson schedule, and the owner needs oversight of both locations. Giving everyone the same login or access makes those responsibilities harder to control.
- Assign branch access. SchoolTracs lets you set the branches each staff member can access. Disable access to locations outside that person’s responsibilities.
- Separate viewing from managing. Timetable permissions distinguish viewing or managing all lessons from viewing or managing only the user’s own lessons. Set these scopes to match the role.
- Check the actual staff experience. Test a teacher account, a reception account and an owner account before opening. Confirm that each can see the intended branches and perform the required actions; branch access and role permissions both matter.
How can an owner compare branch performance?
Two branches may collect similar amounts of money but have different unpaid balances or active student counts. A cash total alone will not explain the difference. Compare the same month and measures before deciding what needs follow-up.
- Use a named branch report. In Executive Summary by Branches, select the month and metric group to compare cash received, accounts receivable and active student headcount.
- Turn a difference into a question. If one branch has higher receivables, investigate collection follow-up. If active student numbers differ, review enrolment activity before assuming the branch is underperforming. These are management checks, not automatic conclusions from the report.
- Keep reporting access appropriate. Users can see report data only for branches they are authorised to access. Give the person comparing locations access to the relevant branches, while keeping other roles limited to their responsibilities.
What should you test before adding another location?
Use a typical busy week from your own centre as a trial scenario. Include a teacher working at more than one location, a changed lesson and a payment that still needs follow-up.
- Timetables and responsibilities. Check how authorised staff review and update lessons at each location. Include travel time in your planning and verify the scheduling checks your operation needs during the trial.
- Billing and teacher pay. Test your actual billing and payroll rules against normal lessons, leave and make-ups. Confirm the expected records and pay calculation rather than assuming each branch follows the same policy.
- Fit as well as cost. Evaluate SchoolTracs against these workflows at your current and planned locations. Student-count pricing bands determine subscription charges; they are not evidence of a tested maximum system capacity. Ask about your specific setup instead of choosing from a size label alone.