School settings

Join code

1. 1

   Choose the location, then open Join code in School settings.

2. 2

   Download the poster and print it, or share the link.

3. 3

   Review staff requests in Team and family requests in Children before approving an invitation.

How it works

A join code lets someone request access; it does not grant access to school records. Replacing a code stops new requests through the old code. Existing requests remain.

Record retention

1. 1

   As an owner or organization administrator, open Record retention in School settings.

2. 2

   Choose a record type and review its current period. Check your school’s requirements before changing it.

3. 3

   Review the change, then save. Use View changes for observed history and reload after a conflicting or uncertain save.

How it works

These periods apply across the organization. Changing a period does not delete records now or shorten already saved evidence. Required licensing periods, recorded pauses and related records may keep information longer. The application starting period is not legal approval. Older policy history may be unavailable.

What this is

Do this

1. 1

   After you sign in, open School settings from the left menu.

2. 2

   Use Across your school for Business details, School website, AI writing help, and School account. Open AI writing help to read the separate terms before choosing Enable AI. Leave it off to use Ashby without AI.

3. 3

   Open My account from the profile menu to add a photo, update your name, title, and phone, and see the classrooms you work in.

4. 4

   Open Business details to enter in-home or licensed center, the legal business name, and an optional logo.

5. 5

   Under At this location, pick a location, then open Location details, Hours and holidays, Rooms, School permit, or School facts for writing.

6. 6

   You can complete hours, rooms, and tuition now or choose Set up later. Bank is optional. In-home programs start with a Home room.

7. 7

   Need another location later? Use Add location on School settings. Its Location page opens after you add it. Staff and children live on Team and Children, not on these cards.

Setup wizard

1. 1

   Open the Setup wizard card at the top of School settings. The next unfinished task appears first.

2. 2

   Save your changes, then choose Back to setup wizard to return to the same section.

3. 3

   Choose (Not needed) beside an optional task’s name. Use Undo if you change your mind.

4. 4

   Open Not needed and choose Add back to restore a task.

How it works

The guide links to each feature’s permanent page. Not needed removes a step from remaining work without marking its setup complete or enabling a feature. Completed checkmarks come from saved setup information. Use Add back to include a step again.

Who pays tuition

1. 1

   Open School settings → Who pays tuition and choose a child.

2. 2

   Choose Add payer, select the person or agency, and enter their share and dates.

3. 3

   Choose Add. Use the row menu to edit or remove an existing arrangement.

How it works

Split tuition by percentage or a fixed amount. Fixed amounts follow the tuition billing cycle and are prorated for partial cycles. Changes apply to future drafts; existing invoices keep their saved amounts. Only owners, school administrators, and directors can make changes.

Bank & payments

1. 1

   Open Bank & payments in School settings and review your payment account status.

2. 2

   Follow Stripe’s secure steps to provide the requested business and bank details.

3. 3

   In Online payment fees, choose separately whether your school or parents pay processing fees and Ashby’s collection fee.

How it works

These choices apply across your school. Bank setup is optional and does not block getting started. Payments are ready only after both online collections and bank deposits are enabled. Recording cash or checks has no online payment fee.

Business details

1. 1

   Enter the legal business name.

2. 2

   Add a trade name or logo if you use one.

3. 3

   Choose Save.

How it works

These details apply to every location. Program type describes where you provide care; your banking business type is a separate choice.

School website

1. 1

   Choose a website and open its editor.

2. 2

   Update the draft and preview the pages.

3. 3

   Save the draft, then review it before publishing.

How it works

Saving a draft does not publish it. Only approved public information belongs on your website. The School website guide explains domains, images, and publishing. Help opens that guide in a separate tab so your website draft stays in place.

AI writing help

1. 1

   Read the AI terms.

2. 2

   If you want AI help, check the agreement and choose Enable AI.

3. 3

   Choose Turn AI off when you want to stop new drafts.

How it works

Only the owner can change this choice. Leaving it off does not block other features. Staff review drafts before sharing them.

School account

1. 1

   Choose whether to receive onboarding tips.

2. 2

   Use Download records before leaving Ashby.

3. 3

   If you intend to close the school account, follow the confirmation steps.

How it works

Only the owner can use this page. Email preferences save immediately. Tips follow your school’s activity, and we check your preference again before sending. An email already being sent may still arrive. Account deletion is scheduled for 30 days later and can be canceled with Keep my school. A recorded retention hold pauses deletion.

Location details

1. 1

   Choose the location you want to edit.

2. 2

   Update its address, nickname, or mailing-address choice.

3. 3

   Choose Save.

How it works

A location is one place where you provide care. Check the selected location before saving. Business details are shared across the school; this address belongs to the selected location.

Hours and holidays

1. 1

   Choose the location and set its opening days and times.

2. 2

   Add holidays or another closed day.

3. 3

   Choose Save.

How it works

Save updates this location. Copy schedule fills a draft from another location; Use everywhere asks before updating all locations. School facts for writing has separate approved reminder hours.

Rooms

1. 1

   Choose the location, then use Room to view one room at a time.

2. 2

   Enter a room name and choose Add room.

3. 3

   Use the room menu to edit details or remove a room.

How it works

Room changes save immediately. Assign staff in Team and children in Children. A room in use or with protected conversation history may need to remain.

School permit

1. 1

   Choose Edit permit details.

2. 2

   Enter the number and capacity from your permit, leaving unknown details empty.

3. 3

   Choose Save permit details.

How it works

For Texas in-home schools, choose Listed family home, Registered child care home, or Licensed child care home from the current permit. Choose Not confirmed when unsure. For listed homes, review whether ordinary Chapter 742 requirements apply or the home provides relative-only care, then confirm the current permit review. Leave this unconfirmed when unsure. Ordinary listed-home checks require this saved review and separate Attendance inputs. Changes to permit details require a new review. These are school-entered details, not a verified permit. Keep the original permit and its conditions available. If someone changed the details while you were editing, reload before saving again.

School facts for writing

1. 1

   Choose the location and enter its usual opening days and hours.

2. 2

   Select only pickup steps and supplies your school requires.

3. 3

   Check the approval and choose Approve school facts.

How it works

Only the owner can approve facts. Other permitted staff can read them. Empty pickup or supply choices are unapproved policies. Facts stay inside Ashby, work with AI off, and do not update the school calendar.

Add location

1. 1

   Enter the new location’s address.

2. 2

   Add a location name if useful.

3. 3

   Choose Add location, then review its Location details page.

How it works

Owners and organization admins can add locations. The location gets its own hours and rooms. Staff and child assignments remain managed in Team and Children.

How it works

School permit

Enter the license number and capacity shown on the selected school’s permit. Leave unknown details empty. For Texas in-home schools, choose Listed family home, Registered child care home, or Licensed child care home from the current permit. Choose Not confirmed when unsure. For listed homes, review whether ordinary Chapter 742 requirements apply or the home provides relative-only care, then confirm the current permit review. Leave this unconfirmed when unsure. Ordinary listed-home checks require this saved review and separate Attendance inputs. Changes to permit details require a new review. These are school-entered values; keep the original and its conditions available.

AI writing help

For optional AI writing help, the owner opens School settings, reads the AI terms, and explicitly enables it. Leave it off to use Ashby without AI. Turn it off there at any time. Guided announcements use a topic and tone; Ashby adds dates, school-local times, event choices, and supplies after generation. Owner-approved opening hours, pickup instructions, and supplies stay inside Ashby. Opening days and hours are required; pickup and supplies can stay unselected while you save hours. An unselected policy is not approved, so its reminder stays unavailable until the owner selects and approves it. A guided supplies announcement still needs at least one item. Private saved wording also stays inside Ashby, is available only to its author within the school, expires 90 days after saving, and works with AI off. Review every draft or reused message before sending.

You

your photo, name, title, phone, and classrooms. Locations appear only when the school has more than one.

Business info

licensed center or in-home, legal business name, optional name on the door, and an optional logo for the left menu.

Location

where children come, an optional nickname, and whether legal mail uses the same street.

Hours

the week this location is open, plus holidays and other closed days (full-day closures). US holidays or UK holidays fills the public calendar; Other holidays covers Jewish, Christian, Muslim, Hindu, or Lunar New Year days. Add closed day is one extra date of your own. On Hours and most other School settings cards, changes stay in the form until Save. Rooms save as you add, rename, or remove. Back to School settings, the left menu, and changing the location warn if you have not saved. With more than one location, use Select a location on Hours (and the other location cards). A card says this week and closed days are only for the location you picked. Copy schedule asks first, then fills them from another location. Use everywhere writes them to every location. Save stores this location only.

Rooms

names of the spaces at this location. Use the Room selector to view one room’s name and details at a time. In-home programs start with a Home room. Add room at the bottom — it saves right away, with no separate Save. Edit or Remove from the row menu also save immediately. Assign people on Team and Children. Rooms with private or group conversation history stay until that history expires, so removing a room cannot widen message access.

School settings → Tuition plans

Choose a template and create a school-wide plan with an amount and invoice frequency. Daily / drop-in charges once per day with a recorded check-in; generate invoices after the period ends. Create separately named plans for infant, toddler, or preschool prices. Customize the template name and price for each group. Discounts and additional fees are optional. Open By location to choose which plans each location offers. Directors can edit shared plans after reviewing affected locations; future invoices use the new terms and existing invoices stay unchanged. Removing availability or archiving a plan stops new assignments without removing existing child assignments. The previous-rate starter in Create plan offers a reviewed monthly suggestion from an older weekly amount. Existing skipped readiness is preserved. Online payment fees are in School settings → Bank & payments.

School settings → Bank & payments

Optional, for the whole school. Open Bank & payments in School settings. Online payment fees on this page lets you choose who pays processing fees and Ashby’s collection fee. Choose Continue setup to read Before you begin, then Start setup to open Stripe’s secure form inside Ashby. Short guidance above the form explains recognized steps. After you exit, Ashby checks whether payments are ready, under review, or need more information. Stripe collects the required identity details and payment agreement. Status updates automatically after finishing; payments are ready only when both collection and payouts are enabled. After setup, this page shows payment readiness and account notices. Choose Payment settings only when you need to update bank or business details; Stripe may ask you to sign in. Choose Done to return to the status view. Educators cannot change banking. United States only for now.

Add location

another licensed location under the same business. After you add it, its Location page opens. Open Location, Hours, or Rooms in School settings, or Tuition plans in School settings and use Select a location to edit that location.

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