Set up your school

0:00 Welcome to ZivoFees. To begin, click Sign In. 0:03 On the login page, enter the email address and password linked to your school account, then click Sign In to Dashboard. 0:11 If your details don't match, ZivoFees shows an error. Simply re-enter your email address and password, and try again. 0:19 Click Sign In to Dashboard once more. ZivoFees verifies your details. 0:24 You're in. The dashboard shows your school at a glance: students, fees collected, outstanding balances, and your collection rate. 0:32 The Students menu lets you view, add, and import students. 0:36 Finance covers invoices, payments, and arrears. 0:39 Reports and Accounting hold your budgets, financial statements, and general ledger. 0:44 Academic Reports covers the report centre and class marks. 0:48 The More menu brings together expenses, timetables, WhatsApp, and setup options. Let's start with Fee Templates. 0:55 Fee templates define what each student is charged. Click New Template to create one. 1:01 Give the template a clear name, such as Tuition Fee Term 3 2026, and add a short description. 1:09 Next, choose the term this template applies to. Here we select Term 3, 2026. 1:18 You can also target a specific level or class. Leave these blank to apply the template to every student. 1:26 Now set the effective dates. This template runs from the eighth of September to the third of December. 1:39 The status is Active, so the template can be used for billing. When you're ready, click Create Template. 1:50 The template is created. Now add the fees it will charge. Click Add First Fee Item. 1:57 Choose a fee category, in this case Tuition Fee, then enter the item name and description. 2:08 Enter the amount. Here, sixty dollars. 2:14 Then set how often the fee applies: one-time, per term, monthly, or yearly. 2:21 Under Requirement and Application Settings, mark the fee as mandatory so it's added to every student's bill automatically, and choose whether it applies once or recurs. 2:32 Click Add Fee Item. 2:35 The fee item is saved, and the template now shows its total charge per term. 2:42 Back on the Fee Templates page, your new template appears with sixty dollars per term. 2:48 Next, set up your school structure. From the More menu, open Levels and Classes. 2:54 Levels represent your school's forms or grades. ZivoFees starts you with Form 1 through Form 6, each in its own order. 3:03 Make sure each level you use is set to Active. 3:11 Click Edit to change a level's name, sort order, or the level its students are promoted to. 3:25 Now open Classes, which group students within each level. Click Add Class. 3:30 Choose the level, enter a class name such as Form 1 A, a short class code, and the maximum capacity. 3:40 You can assign a class teacher now or later. Then click Create Class. 3:48 The class is created, with room for forty students. 3:53 Back on Levels, Form 1 now shows one class. 4:00 Finally, let's enrol a student. From the Students menu, click Add Student. 4:06 Start with the basic information: admission number, first and last name, date of birth, and gender. 4:17 Under Academic Information, select the academic year, level, and class, then set the enrolment date. 4:27 In Fee Funding, choose whether the family pays, or a sponsoring organisation covers the fees. 4:35 Next, add the primary contact. This parent or guardian receives invoices and payment notifications on WhatsApp. 4:44 Enter their full name and choose the relationship. 4:50 Then enter their phone number and WhatsApp number. Leave WhatsApp blank if it's the same as the phone. 5:07 Add an address or notes if needed, then click Create Student. 5:13 Done. Jane Doe is now enrolled in Form 1 A, and ready to be invoiced. 5:19 Your school is now set up and ready to bill with ZivoFees.