Navigating Schoolscan - Parent Guide

What is Schoolscan?

Schoolscan is a School Journey Management solution designed to simplify and enhance school-related processes for parents. It provides features for:

• School enrollment and student management

• Attendance tracking

• Billing and payments

• Online booking for after-school activities

• School communication & announcements

With Schoolscan, parents can easily keep track of their child’s academic progress, extra-curricular activities, and important school updates, ensuring seamless connectivity with the school.

Login Instructions

1. Open app.schoolscan.xyz in your mobile browser.

2. You should receive login details from your school administrator.

3. Use the email address registered with the school and the provided password.

4. Alternatively, you can log in using Google or Facebook if the registered email matches your social account.

1. Profile Management

Some users may have multiple profiles, such as:

• A parent account and a teacher account (if you are also a school staff member).

• Accounts linked to multiple schools using Schoolscan.

? How to Switch Profiles

• Click on your name/profile picture at the top-right corner.

• Select the desired account from the dropdown menu.

• Seamlessly switch between profiles without logging out.

2. Home Module

The Home Module serves as your dashboard, providing access to various features based on your school’s subscription.

Activity Tab

? Announcements

• View all important school updates and notices.

• Interact by liking and commenting on announcements.

• Click the “Star” icon to mark important announcements for easy access later.

• Use the filter dropdown menu in the Announcements tab to quickly find starred announcements.

? Calendar

• Displays all scheduled activities for your child.

• Includes activities booked through the Play Module.

? My Applications

• Track past and ongoing enrollment applications.

• Access and download your Registration Form and Offer Letter.

? Invoices

• View all school invoices related to your child.

• Download, review, and make payments directly through Schoolscan.

3. Settings Module

The Settings Module allows you to personalize your Schoolscan experience.

⚙️ Account Settings

• Change your password securely.

? Customization

• Change the theme to suit your preference.

4. Spotlight Module

? The Spotlight Module highlights all upcoming activities and events related to your child, ensuring you stay updated on school happenings.

My Children Module

This module provides essential information about your household and children enrolled in the school.

A. My Household

• Displays your family details in Schoolscan, including home address, family members (parents and children).

• If any of your children do not appear in the household, please contact Admissions or the School Administration for updates.
  ⚠️ Important: Missing children in your household records will prevent you from:

  • Viewing their invoices

  • Purchasing activities via the Play Module

  • Buying items for them from the Shop Module

B. My Children

• Shows a list of all your children linked to your household.

• Allows you to:

  • Self-report attendance or view their attendance records.

  • See upcoming activities if you have purchased any scheduled activities via the Play Module.

C. Invoices

• Displays a list of invoices for all your children.

• Available actions:

  • ? Dollar Sign Icon → Make a payment.

  • ? Paper Icon → View the invoice.

  • ➡️ Side Arrow Icon → View the receipt (after payment).

  • ⬆️ Upload Icon → Upload proof of payment (for manual payments made outside Schoolscan).

• ? For manual payments, the Finance Department must verify the payment before the receipt appears in the system.

Play Module

The Play Module allows parents to register children for extracurricular activities. Activities are categorized into:

1. Scheduled Activities (recurring, such as weekly lessons)

2. Non-recurring activities (one-time events or workshops)

? Note: You will only see activities that apply to your child.

A. Activity Tab

• Lists all available activities by day and time.

• Ensure that activities do not clash with other scheduled activities before purchasing.

• Click “Add to Cart” to purchase an activity.

• You can select multiple activities for different children before proceeding to payment.

• Click the ℹ️ Info Icon beside an activity name to view details such as:

  • Description

  • Terms and Conditions (if any)

  • Seat availability under "Schedule Information"

B. Non-Recurring Tab

• Displays one-time events or activities that do not require weekly attendance.

• Click “Add to Cart” to purchase an item.

C. My Cart Tab

• Shows a list of all activities/items added to your cart.

• Select the activities/items you want to confirm and proceed with payment.
  ⚠️ Note: Seats are not guaranteed until payment is made.

• If you have a Credit Note from a canceled/unsubscribed activity, the amount will automatically deducted from the total amount that you need to pay

D. Payment History

• Displays a list of successfully paid activities.

• You can view/download:

  • Payment details

  • Invoices

  • Receipts

E. E-Invoice Request

• If you need an E-Invoice for an activity you have purchased:

  1. Click on the activity listed.

  2. Click “Request E-Invoice”.

Shop  Module

The Shop Module allows parents to purchase all items sold by the school or the vendor appointed by the school through Schoolscan. The items that appear only apply to their child’s level and gender. Please choose accordingly, as the items will be delivered to the child in the school. 

A. Product Tab

• Lists all available items/products that can be purchased for your specific child

• Use the search bar or browse through categories to find the products you need.

• Click on a product to view its details, price, and available options.

• Select the desired quantity, size, or color (if applicable)

• Click “Add to Cart” to purchase the item.

• To continue shopping, repeat the process for other products.

B. My Cart Tab

• Review your selected items, quantities, and total price.

• Make any necessary changes (remove or update quantities).

• Click "Proceed to Checkout" when ready.

C. Payment History

• Displays a list of successfully paid items.

• You can view/download:

  • Payment details

  • Invoices

  • Receipts

D. E-Invoice Request

• If you need an E-Invoice for an items you have purchased:

  1. Click on the items listed.

  2. Click “Request E-Invoice”.

E-invoice Module

Important Notice: E-Invoice Implementation Update

In compliance with the new e-invoice requirements set by Lembaga Hasil Dalam Negeri (LHDN), parents are required to submit their Tax Identification Number (TIN) for e-invoicing related to school invoices and credit notes.

To update your e-invoice configuration in Schoolscan, please follow these steps:

• Navigate to the E-Invoice module.

• Under E-Invoice Configuration, complete the Parent E-Invoice Form by entering the required details.

• If you require an e-invoice for school fee invoices, check the box labeled "Sign Up for Billing (School Fees) E-Invoice".

• Once the form is completed, click on the Setup E-Invoice tab.

• Select the "Assign This Child" button to ensure that all invoices for your child are linked to your e-invoice.

Note : One student can only be assigned to one parent’s TIN. 

For further assistance, please contact our support team.