Activating your subscription

How School Vault subscription billing works

School Vault uses per-term, per-student pricing. This means:

• The bill is calculated at the start of each term based on the number of actively enrolled students on that date.
• Students enrolled mid-term are not added to the bill until the following term.
• Students withdrawn mid-term are not refunded for the remaining weeks, the term bill is fixed once the term begins.
• Multi-branch schools are billed on total students across all branches combined.

Activating your subscription for a new term

1. Go to Fees → Subscription tab.
2. The subscription panel shows your current status, the upcoming term dates, and the calculated bill based on current enrolment.
3. Click Activate Term Subscription.
4. Review the invoice: student count, amount, and term dates. Confirm these are correct before paying.
5. Choose your payment method: Pay by Card (processed by Paystack) or Pay by Bank Transfer (your school's DVA number is shown).
6. Complete payment. The subscription status updates to Active within a few minutes of payment confirmation.

What happens if payment is late

School Vault does not cut off access abruptly. There is a grace period:

• Days 1–7 after term start (unpaid): Full access. A reminder banner appears for admins.
• Days 8–14 after term start (unpaid): Read-only mode. Staff can view records but cannot create new attendance entries, daily reports, or mark entries.
• Day 15+ (unpaid): Login is suspended for all non-owner accounts. Parent portal access is also suspended. The School Owner can still log in and complete payment.

Viewing billing history

1. Go to Fees → Subscription tab → Payment History section.
2. Each past term is listed with the payment date, amount, student count, and a PDF invoice download link.
3. Download invoices for your school's financial records as needed.

Adjusting your student count

The subscription bill is calculated automatically from enrolled students. To reduce your bill, archive students who have left the school before the term billing date. Archived students are not counted in the next term's bill but their records are preserved.

Need help with billing?

For billing disputes, refund requests, or early-access arrangements, contact support@schoolvault.ng with your school name and the term in question.

Common mistakes

• Not enrolling all students before the billing snapshot date, late enrolments are not billed this term, but they still have platform access, which can cause confusion about who is counted.
• Assuming "Activate Subscription" must be done every month, it is per term, not per month.
• Failing to archive withdrawn students before the term billing date, they will still be counted and charged.
• Using a personal card instead of the school's Paystack account, all billing should go through the school's official payment method so invoices are correctly attributed.