School profile and branding

Your school’s identity, contact details and reference number prefixes — the record every printed document reads from.

Everything EduControl prints — receipts, invoices, feeding bills, report cards and both portals — reads your school’s identity from one record. Set it before you issue anything, because a receipt printed under the wrong name is a document a parent keeps.

What to fill in

Field	Appears on	Notes
Legal name	Every printed document	The name as registered, not the everyday short name
Short name	Headers, portal	Used where the full legal name is too long
Motto	Report cards, letterheads	Optional
Crest / logo	Receipts, invoices, report cards	Optional, but report cards look unfinished without it
Town, region	Letterheads
Phone, alternate phone, email, website	Receipts, invoices	Parents use these to query a bill
Registration number	Official documents	Your GES registration

Fill in at least the legal name, crest and one phone number before your first billing run. These are the fields parents look for when they want to query a charge, and adding them later does not reprint what you already issued.

Reference number prefixes

EduControl numbers six kinds of document, and each has its own prefix and counter that you control:

Kind	What it numbers
admission	Pupil admission numbers
staff	Staff numbers
invoice	Academic and feeding invoices
receipt	Payment receipts
credit_note	Credit notes
refund	Refunds

Each is a prefix, the year, and a counter padded to a fixed width — so a receipt prefix of RCT gives you RCT-2026-0001, RCT-2026-0002, and so on.

Counters are per year and per kind. Changing a prefix mid-year does not renumber what you have already issued, so you will have two formats in the same year’s records. Set prefixes before your first term and leave them alone.

A new academic year inherits the prefixes you last used, so this is a decision you make once rather than every September.

Changing the profile later

Editing the profile changes what is printed from that point forward. Already issued receipts, invoices and published report cards keep the details they were printed with — that is deliberate, because those documents are records of what you told a parent at the time.

Changes here are recorded in the audit log with the person who made them.

Who can edit it

The manage_school_settings permission, normally held by an administrator or the proprietor. See Staff and roles.