Overview of Sponsor Product Requests
In most schools, individual teachers, athletic coaches, and club sponsors do not manage full administrative accounting settings. Instead, sponsors submit product requests to the school bookkeeper or financial secretary to create and publish store items on their behalf. Establishing a clear internal request procedure ensures products are configured accurately with proper accounting codes.
đĄ Best-Practice Adoption Tip: Distribute a standardized digital request form (built via Edlio CMS Forms or Google Forms) to all club sponsors before each semester. Require sponsors to specify the exact Fund Account number, pricing variations, and required parent questions before the bookkeeper builds the item in Edlio Pay.
Required Information Checklist
Ensure sponsors provide the following core information for each new store activity:
Activity Title & Description: A clear, parent-friendly name and a short description explaining what the fee covers.
Sponsor Name & Email: The educator who will receive daily automated email payment notification digests.
Dates Available: The exact start and end dates when parents should be permitted to pay.
Price & Options: Fixed price or variable tiers (e.g., shirt sizes, adult vs. child ticket prices).
Fund Account Number: The internal general ledger account where collected revenues must be credited.
Special Requirements: Need for inventory caps, guest checkout eligibility, or custom questionnaire fields (e.g., student emergency contacts, dietary needs).
Linking Products to Teachers in Setup
Once the request is received, the bookkeeper links the activity to the sponsor:
In Setup > School Teacher, verify that the teacher profile and email address are active.
When building the product under Products, select the teacher's name from the Sponsor/Teacher dropdown on the Required Fields tab.
The sponsor will now receive daily sales summaries and can be filtered on payment reports.
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