School Profile

The School Profile is the foundational configuration for your admissions system. It defines your school's identity -- name, address, logo, and contact details -- which appear across the application, in email communications, public forms, and generated documents.

Accessing School Profile

1. Navigate to Configuration in the sidebar.
2. Select the General Settings tab.
3. The School Profile section appears at the top of the page.

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You need Config Access permissions to edit the school profile. Users with basic access can view the settings but cannot modify them.

School Details

The school details card displays:

• School Name -- Your institution's official name.
• Logo -- Your school's logo, displayed on forms, emails, and documents.
• Address -- Street address.
• City -- City or locality.
• Postal Code -- ZIP or postal code.
• Country -- Country name.
• Timezone -- The timezone used for scheduling, date displays, and notifications.

Editing School Details

1. Click the Edit button (pencil icon) on the School Details card.
2. A modal opens with all editable fields.
3. Update the desired fields.
4. Click Save.

Uploading a Logo

1. In the edit modal, click the logo upload area.
2. Select an image file from your computer.
3. The logo is uploaded and stored in S3 under your school's uploads directory.
4. It appears on public forms, email headers, and generated contract documents.

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Use a high-resolution logo (at least 200x200 pixels) in PNG or JPG format with a transparent or white background for the best appearance across all contexts.

Contact Information

Below the school details, the Contact Information section lets you manage contact records for your school:

Adding a Contact

1. Click Add Contact in the Contact Information section.
2. Fill in the contact details:
   • Name -- Contact person's full name.
   • Title -- Job title or role (e.g., "Admissions Director").
   • Email -- Contact email address.
   • Phone -- Contact phone number.
3. Click Save.

Editing and Deleting Contacts

• Click the edit button on a contact card to modify its details.
• Click the delete button to remove a contact.

How Contacts Are Used

School contacts are used in:

• Email template variables -- {{admissions_officer_name}}, {{contact_email}}, {{contact_phone}}.
• Public forms -- Displayed as the point of contact for families.
• Contract documents -- Referenced in generated contracts.

Reply-To Email Verification

By default, every email the CRM sends comes from [email protected]. When a parent hits Reply on a follow-up or workflow email, the response goes into the void.

The Communication card on General Settings lets you connect a real inbox so replies route to a human:

1. Enter the email address you want parent replies to go to (e.g. [email protected]).
2. Click Send verification code. A 6-digit code is mailed to that address within seconds.
3. Open the inbox, copy the code, paste it into the field that just appeared.
4. Click Verify. The address is now the verified reply-to and every outbound email from the CRM carries Reply-To: [email protected].

Why verification?

A typo silently routes months of parent replies into an inbox you don't own. The verification gate makes you prove you control the inbox before the CRM starts directing parents at it.

Zero-downtime address changes

If you already have a verified reply-to and want to change it:

1. Enter the new address and request a new code.
2. The currently verified address keeps routing replies until the new one verifies. There's no window where outbound mail goes to a half-state.
3. Verify the code. The new address promotes; the old one is replaced atomically.

If you decide to abandon the change mid-flow, click Cancel pending verification — the old address stays intact.

Security model

• Codes are 6 random digits, hashed with bcrypt before storage. A brief DB exposure (backup, query log, error breadcrumb) never reveals the live code.
• Expiry: 15 minutes from send.
• Resend cooldown: 60 seconds for the same pending address. Switching to a different address resets the cooldown — a fresh ownership claim deserves a fresh chance.
• Permission: requires Config Access. Schools without it can see the currently verified address but can't change it.

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The Reply-To gate only affects parent-facing outbound mail. Contract signing links, password resets, and other transactional emails still use the system from-address for DMARC alignment reasons.

Timezone Configuration

The timezone setting affects:

• Activity scheduling -- Times displayed on the calendar and in notifications.
• Date/time formatting -- All dates and times across the application.
• Automated actions -- Scheduled emails, reminders, and digest delivery times.

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When you pick a country in the school details modal, the timezone field auto-fills with that country's primary timezone (for example, picking Romania pre-selects "Europe/Bucharest"). You can still override the suggestion if your school sits in a non-default zone.

WARNING

Changing the timezone does not retroactively update existing timestamps. It only affects how times are displayed going forward.

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