From your first class
to your next term.
Set up your school, prepare accurate bills, record collections and help families follow their balances. Follow the steps, watch the setup videos and see each workflow in the real app.
30 practical guides Reviewed 26 October 2026
Set up your school
Account and school creation videos, then your first setup steps.
Run your first term
A checked setup order and a complete worked billing example.
Record a payment
Choose the pupil, allocate the amount and check the receipt.
Start here
The setup videos and a practical first-term checklist.
Create your account and school
Use the two setup videos, open School Fees from Warmkeys, and prepare your school for its first collection.
Your first term checklist
Follow a practical setup order, then verify one student’s bill before collecting for the whole school.
School Fees terms explained
Understand the names used in bills, collections, school records and the service wallet.
School setup
People, classes, access and the school calendar.
Classes and sections
Build your class structure, add sections and keep pupils in the right academic order.
Add and maintain students
Create individual pupils or paste a class list, then maintain their details and school references.
Guardian details and linked children
Keep parent contact records accurate so families see the right children and receive the right messages.
Staff invitations and permissions
Invite colleagues, create access levels and review requests to join your school.
Academic years and terms
Choose the current term, enter non-overlapping dates and understand how to begin later in the year.
Keep School Mann and Fees connected
Review mismatches, missing pupils and proposed changes across the school’s connected records.
Fees and billing
What pupils are charged and how their bills are prepared.
School fees and extra class fees
Set the base fee, add class-wide extras and choose whether a change reaches existing pupils.
Bring in opening arrears
Record debt brought from previous school records without inventing a new payment.
Apply one-off charges
Charge a whole class or selected pupils for a specific current-term item.
Scholarships and fee exemptions
Create a package, choose which fees it covers and preview the effect before assigning it.
Bills and printable documents
Review term bills, choose print appearance and download documents for families.
Collect payments
Term collections, daily registers, receipts and corrections.
Record a payment
Enter money actually received, allocate it to the correct pupil and check the resulting balance.
Receipts and payment history
Find a saved collection, print its receipt and distinguish delivery issues from payment issues.
Correct mistakes and adjust balances
Choose the correction that matches the mistake and preserve the history of real payments.
Daily and weekly collections
Configure feeding or transport schedules, collect for a class and manage dated exemptions.
Enable and reconcile online payments
Configure the school’s Hubtel integration and verify online collections before treating them as paid.
For families
Find linked children, check balances and pay online.
Use the Parent Portal
Sign in with Warmkeys, choose a linked child and follow balances and payment history.
Pay with a Payment ID
Find an eligible bill without signing in to a Parent Portal account.
USSD fee status and school balances
Use the supported phone menu to check fee status or an authorised school-wallet balance.
Daily operations
Reconciliation, communication, service credits and period closing.
Reports, statistics and daily reconciliation
Check collections and balances for the right period, then export the evidence you need.
Income, expenditure and expense requests
Track school spending, budgets and requested expenses alongside recorded collections.
Broadcast messages and reminders
Prepare targeted SMS or Parent Portal announcements, check recipients and follow delivery status.
App credits, SMS credits and access
Understand the school’s service balances, top-ups and access restrictions.
Close a term and begin the next
Review collections, carry forward balances and handle year-end placement before confirming the close.
Past students, departures and returns
Keep financial history when a pupil graduates, leaves or later returns.
School preferences, printing and security
Find the settings that control names, IDs, receipts, notifications and device access.
Help
Find the cause of common problems and contact support.
Need help with a live account?
Open Support in School Fees, read the troubleshooting guide, or email we@warmkeys.com.