Docs
How the product works, and the bookkeeping behind it. The app itself stays out of your way; this is where the explaining happens.
Money
Recording it, banking it, counting it and paying it out.
Treasurer, or whoever enters the money
Record a transaction in the books
Enter one payment or deposit, split it across categories if it needs it, attach the receipt in the same submission, and correct it later.
Treasurer or president
Connect your bank or card reader so transactions arrive on their own
Connect a bank or a card reader, or import a statement file, and know what PTO HQ can and cannot do in that account.
Treasurer, plus a board member who does not sign checks
Reconcile a bank statement and lock the month
Match one month of the books against one bank statement, lock it at a difference of exactly $0.00, and record the review by a board member who does not sign checks.
Treasurer, president
Reimburse a teacher or a parent
Send the claim link, collect the receipt, get two officers to approve it, and write the payment to the register.
Treasurer, volunteer chair
Count the cash box after an event
Two adults count the box separately, each records their own tally, and nothing is deposited until both have signed.
Treasurer
Record sales tax and other money you are holding
Money collected for somebody else is not your revenue. Record it against a liability category so it stays off your income statement and out of gross receipts.
Treasurer
Print a check onto your bank's stock
Line PTO HQ's fields up with the pre-printed stock your bank gave you, then print payments onto it.
Books
The budget, the categories, what each teacher may spend, and the calendar.
Treasurer or president
Set this year's budget, or import last year's
Enter the budget your membership adopted, or read it straight out of the spreadsheet the last treasurer left you, and then read actual against it all year.
Any officer whose role can change the calendar
Put an event on the calendar
One calendar carries both jobs: the events your PTO runs, and the filing deadlines it has to meet. Add an event, decide whether families see it, and read the next twelve things in one place.
Treasurer, president
Record what each teacher may spend
Enter the per-teacher allocation your board voted, and get back a statement of what each teacher has used and what is left.
Volunteer chair, communications chair
Put a QR code on a poster
Make a poster with a code that sends parents to a signup, and change where it points without reprinting.
Board
Members, families, volunteers, meetings, records, roles and the June handover.
Treasurer, membership chair
Record membership dues and remit the share you owe upward
Set this year's price once, record a paid membership in a minute, and send the council, state and national share without ever counting it as your money.
Any board member
Set each board member's role, and know why a button is missing
Find your own role, see what it can and cannot do, and get it changed when it is wrong.
Treasurer or president
Change what a role can do
Every permission in PTO HQ can be given to any role. Set the matrix once to match how your board actually divides the work, rather than working around a role that cannot reach what it needs.
Secretary, communications chair
File a document, set how long it is kept, and publish the ones the public should see
Put a document into the Records vault, set the period the board keeps it, and publish it on your PTO's own web page without exposing anything else.
Secretary, president
Record a meeting and the budget adoption vote
Write up one meeting's agenda and minutes, and mark the membership vote that authorizes the year's spending.
Treasurer, president
Get the rest of your board into PTO HQ
Invite each officer, give them a role, and mark who signs checks, so the controls that need two people can run.
Any officer whose role can see students
Find a child's family from the roster
The roster answers one question: which family does this child belong to. It is built from the directory, and it holds a first name, a grade and a classroom — and nothing else about a child, on purpose.
Volunteer chair
Staff a shift with people who are cleared to work it
Add shifts with real slot counts, record the clearance the district reported, read the expiry dates yourself before the event, and print the sheet for the clipboard by the door.
Outgoing or incoming treasurer or president
Hand the books over before the old treasurer's access outlives the office
Build the handoff list, print the bank packet, close the books to the signer change date, and leave next year's board the files it needs.
President, treasurer, communications chair
Write to the families in your directory
Send one message to every family you choose, from your PTO's name, without exporting the directory to a spreadsheet or putting anybody's address in front of anybody else.
Any officer
Ask us for help, and follow the answer
Open a conversation from inside the app, get a reference you can quote, and read the reply in the same place rather than in somebody's personal inbox.