School Store
Sell uniforms, books and kit to your own families — from a storefront inside the portal they already use, with the money landing on the school’s ledger.
What this module bills
- Store payments1% of each store order, capped at ₦5,000.00 per order · taken from prepaid credit on the daily statement
What this module is
The school shop is a real business that most schools run as a favour. A parent queues at a window before assembly; somebody writes the size in a book; the cash goes in a tin; and at the end of term the bursary tries to work out what was sold and what is left. Meanwhile the thing that actually causes the queue — a parent not knowing which exercise book their child needs — was never addressed.
The School Store makes that a storefront inside the portal the family already signs in to. The school manages one catalogue with prices, stock and categories; the parent shops it from home; the order is fulfilled at a collection point rather than a counter, with the parent able to see exactly where it is. Staff can recommend the specific kit a named pupil needs, and it appears in that family’s storefront rather than in a letter.
The module divides into nine surfaces for the school — overview, products and the stock ledger behind them, orders, recommendations, categories, a clearance register of orders not yet settled, analytics and the settings the rest of them read — a full storefront for parents, and, since 2026-08-29, a real one for pupils too: a boarder standing at the collection point has no parent beside them, so they now have their own basket, their own orders and their own receipts, and they can pay online. What follows walks each role through the screens they actually use.
What you get
One catalogue, every portal
Products, prices, stock and images are maintained once by the school and rendered to parents and pupils from the same record — no separate shop site to keep in step.
The queue moves online
Parents order from home and collect. The window before assembly becomes a collection point, and “which exercise book” is answered by a product page rather than a member of staff.
Stock that decrements itself
Checkout draws down tracked inventory, so the catalogue stops offering a jersey the store does not have and the low-stock threshold does the reminding.
Money on the school ledger
Payments are recorded against the order as receipts and posted to the school’s finance ledger, so store income reports beside tuition rather than in a tin. A card payment and one a bursar records at the counter funnel into the same method, so the two can never drift apart — and the ledger entry names whoever actually paid, pupil or parent.
Pupils can buy, not just browse
A boarder has no parent at the collection point. Since 2026-08-29 a pupil has their own basket, their own orders and their own receipts, and can settle an order through the same gateway the school takes fees on.
Nothing is collected with the order unpaid
The store holds a line in the school’s exit clearance: an order still owed for is visible before anybody signs a leaver out, and the shop signs its own line off.
Recommendations, not letters
A teacher recommends the calculator a named pupil needs next term, and the family finds it waiting in their storefront with the reason attached.
Parents get told what is happening
An order moving from pending to ready-for-collection notifies the person who placed it, so nobody makes a wasted trip to the school gate.
How School Store actually works
The screens below are the real application, running live on this page with sample school data — not screenshots. Each one is the same screen your team would use.
On this page
Store manager / school admin
One person usually runs the shop — a bursar, a storekeeper, or whoever has the uniform cupboard key. These screens are the whole job: see how the shop is trading, keep the catalogue right, organise the shelf, fulfil what is ordered, and push the right kit to the right families.
See how the shop is trading
The overview is the shop’s trading position: what is selling, what is owed and what is waiting to be handed over.
Keep the catalogue right
Products are the shop. Each carries the commercial detail a parent needs and the controls a school needs to stop a shop becoming a support burden.
Know why the number is the number
The catalogue says how many are left. The stock ledger — the second tab under Products — says why, which is the half a stocktake actually needs. Movements are never edited: a mistake is corrected by another movement, so the trail stays complete.
Organise the shelf
Categories are what make a storefront navigable to a parent on a phone. They are small to maintain and disproportionately decide whether the shop gets used.
Fulfil what is ordered
Orders are the operational half of the module — the queue that used to be a physical one. Every order carries its line items, its money and its state.
Push the right kit to the right family
Recommendations are what a school shop can do that a high-street one cannot: name the pupil, name the item, and say why.
Set the shop’s rules once
Behind those five screens, the store’s settings decide how it behaves: whether the shop is open at all, the currency it trades in, whether it is collection-only, a daily order cap per family, and whether the school is notified on each order and when stock falls below its threshold.
Ready to run your school on this?
Every screen in “Store manager / school admin” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Parents & guardians
The parent is the customer, and the whole module stands or falls on whether they can find the right item, buy it without a phone call, and prove they paid for it. That is four screens.
Shop the school store from home
The storefront is the school’s own catalogue, browsable by category, with live availability — so an out-of-stock jersey is obvious before the trip rather than after it.
Check the basket and place the order
A familiar cart: the items, their quantities, unit prices and a running total, reviewed before the order is placed.
Track it to the collection point
Every order the family has placed, with its number, its total and its state — so “is it ready yet” is answered in the portal instead of at reception.
Keep the paper trail
Receipts are recorded against each order as the school takes payment, and are the family’s own record of what has been settled.
See this on your own school’s data.
Every screen in “Parents & guardians” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Students
A pupil used to be able to browse the shop and be recommended things and do nothing about either — the basket, the checkout and the receipt all belonged to a parent account, which is no use to a boarder standing at the collection point on a Tuesday. Since 2026-08-29 they have the whole shop: browse, ask, buy, collect, keep the receipt.
Browse the shop
The same catalogue the parent sees, with availability — so a pupil can check whether the shop stocks what they have been asked to bring.
What has been recommended for them
The items staff have recommended for this pupil, with the reason — and the ones the pupil has asked for themselves, so a request has somewhere to go other than a conversation at home.
Their own basket, and their own checkout
The pupil’s basket behaves exactly as the parent’s does — and checking out and paying are two deliberate steps rather than one, so a gateway a pupil abandons halfway leaves a real unpaid order the shop can see and settle at the counter, never a basket that vanished.
Track it, and pay what is left
Every order the pupil has placed, with what is still owed on each — so “pay now” can say exactly what it is about to charge rather than guessing from the order total.
Keep their own paper trail
The pupil’s own receipts, with what was paid, when, and by which method — the record they can show when the shop and the family disagree about what was settled.
Set this up for your team.
Every screen in “Students” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Storekeeper & shop staff
The person behind the counter is rarely the person who owns the module. There is no separate shop app: Musa signs in as himself, and because his role grants School Store, the same school-portal pages appear in his sidebar — scoped to this module and nothing else. The one page that exists only for him is the till.
Ring up a sale at the counter
Most school shops still take cash across a counter, and that sale has to end up in the same place an online one does. Musa picks the person in front of him, adds what they are buying with its size and colour, and takes the money — and the order, the stock movement, the receipt and the ledger entry are written together.
The order queue, in his own sidebar
The same order screen the bursar uses, reached by a member of staff whose role grants the module. No shared bursar login, no second system, no printed pick list carried across the yard.
Keep the catalogue honest
Stock levels are corrected by the person who can see the shelf. Putting the catalogue in front of them is why an item marked available still is — and why a parent is not sold a size that ran out last week.
Ready to run your school on this?
Every screen in “Storekeeper & shop staff” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Staff as customers
Running the shop and buying from it are different jobs, and for a long time the module only had the first. A teacher who wanted a staff polo, or uniform for their own child, had no basket — every one in the module belonged to a pupil or a guardian. Worse, a sale rung up for them at the counter had nowhere to appear. The staff storefront is the other half of that.
The same shelf, in their own workspace
Not a second catalogue: the same products, the same prices and the same stock the families see, in the staff sidebar. What a colleague may do with it is a separate grant from the one that lets somebody run the shop — buying a mug never confers the ability to change what a mug costs.
Their own basket
Quantities, sizes and a running total the server works out. Checkout and payment stay two steps, so an abandoned gateway leaves a real unpaid order rather than a vanished basket — and where the school takes no card payments there is no basket at all, only the counter.
What they bought, and what is still owed
Every purchase in one place, whether they paid online from this page or handed cash across the counter. The counter sale is the reason this page had to exist: money changed hands, and until now the person who paid it had no record of it anywhere they could reach.
Their own proof of payment
The method, the amount and the date on each one — the same receipts the bursary reconciled, read from the side of the person who paid.
See this on your own school’s data.
Every screen in “Staff as customers” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
How it connects to the rest of the platform
Customers are the school’s existing families
Shoppers are the guardians and pupils already on the platform. There is no separate shop account, no second password, and a leaver’s order history stays with their record.
Payments post to the school’s finance ledger
Recording a payment against an order writes a receipt and a ledger entry attributed to the store, so shop income appears in the school’s financial reporting rather than being reconciled from a cash book.
Order updates use the platform’s notifications
A change of order status notifies the person who placed it through the shared notification service — the same one that carries results and attendance alerts.
Recommendations reach the pupil’s own family
A recommendation is attached to a pupil record, so it surfaces to that pupil and to the guardians linked to them, with no addressing to maintain.
Access control treats the store as its own module
Store actions live in their own permission namespace, so a storekeeper can run the shop without access to fees, results or staff records.
Common questions
Can parents pay online at checkout?+
Not yet. Checkout places the order, reserves the stock and clears the basket; the school then records the payment against the order — online, manual, cash or bank transfer — which produces the receipt the family sees. A card gateway at checkout is on the roadmap rather than in the product.
Do we have to post orders?+
No. The store can be set to collection-only, which is how most schools run it: the parent orders from home and collects at the school. Shipped and delivered states exist for schools that do post.
Does the shop know how much stock we have?+
Yes, for products with inventory tracking switched on. Checkout decrements the quantity, the catalogue stops offering out-of-stock items unless backorders are allowed, and the school is notified when an item falls below its low-stock threshold.
Can we stop one family buying everything?+
Yes. Each product carries a maximum per order, and the store can enforce a cap on how many orders one family places in a day.
How do teachers tell a family what to buy?+
By recommending the product to the named pupil with a note. It appears in that family’s storefront, and the school can see whether it was viewed, added to the basket, bought or dismissed.
What currency does the store trade in?+
The school’s own. Products, the basket and every payment must use it — the module refuses a mismatch rather than converting silently.
Other specialized modules
Run your whole school on one connected platform
Start with the base package, switch on the modules you need, and give every parent, student and staff member a single place to log in.