Multi-branch school setup

How multi-branch works in School Vault

Each branch in School Vault is a fully independent school unit. It has its own:

• Class sections, students, and enrolment records
• Staff and role assignments
• Curriculum and assessment configuration
• Fee templates and financial records
• Attendance and daily reports

The School Owner account sits above all branches and can switch between them using the branch selector in the top navigation. Staff at one branch cannot see data from another branch, each branch is fully scoped.

Creating a new branch

1. Log in as the School Owner.
2. Click the branch selector in the top navigation bar (it shows your current branch name).
3. Click Add New Branch at the bottom of the dropdown.
4. Enter the branch name, address, phone number, and branch-specific email address.
5. Upload a logo for the branch (can be the same as the main school logo, or a branch-specific variant).
6. Click Create Branch. The new branch is now available in the branch selector.

Switching between branches

1. Click the branch name in the top navigation bar.
2. Select the branch you want to manage from the dropdown.
3. The entire interface, classes, students, staff, finance, reloads for the selected branch.
4. The current branch name is always shown in the navigation so you know where you are working.

Configuring each branch

After creating a branch, each one needs to be set up independently:

1. Switch to the new branch.
2. Go to Settings → School Information and complete the branch profile.
3. Set the Terminology Mode for this branch (it can differ from other branches, useful if one campus is early years and another is primary).
4. Create class sections, install curricula, configure fees, and invite staff, following the same process as article 1.2.

Assigning staff to a specific branch

Staff are scoped to one branch by default. When you invite a staff member while viewing a particular branch, they are assigned to that branch automatically. To move a staff member to a different branch:

1. Switch to the branch where the staff member currently works.
2. Go to Staff from the sidebar and find the person in the Overview.
3. Click Edit and change the Branch Assignment to the new branch.
4. Save. Their login credentials remain the same but their scope changes.

Consolidated owner view

As the School Owner, you have access to a consolidated dashboard showing:

• Total enrolled students across all branches
• Total outstanding fees across all branches
• Attendance summary per branch
• Subscription status and billing history

Access this by selecting All Branches from the branch selector. This view is read-only, changes must be made within individual branches.

Common mistakes

• Creating all classes in one branch instead of switching to each branch before creating its classes.
• Inviting staff while viewing the wrong branch, they are assigned to the branch that was active during invitation.
• Assuming a staff member can see all branches because the owner can, staff are always single-branch scoped.
• Forgetting to set the terminology mode separately for each branch when campuses serve different age groups.