What's new

2 September 2026

Crossed bank receipts stay crossed

Automatic bank-payment recovery now treats every existing receipt status as proof that the bank transaction was already processed. A receipt awaiting reversal approval or an already crossed receipt will therefore not be recreated by a later recovery run. The crossed row remains visible in receipt history as an audit record. Finance teams that see the same bank or M-Pesa transaction code on both a crossed receipt and a newer valid receipt should stop and ask support to review it before making another reversal. See Receiving payments.

The automatic recovery scan now covers the previous two hours. Older unmatched payments remain available for deliberate review instead of being posted by a later background scan.

Canteen counter sales are now part of Inventory

Schools can set up canteen outlets and PDQ terminals, open cashier shifts, and make phone-friendly sales to students, teachers and staff under Inventory → Canteen. Cash, card, M-Pesa and bank-transfer receipts are posted with the stock movement; card entries identify the terminal and receipt reference for reconciliation. Canteen reports show revenue, cost, gross profit, payment mix, customer mix and per-terminal totals, plus the quantity, revenue, cost, profit and margin of the top-selling items. Outlet stock is allocated from the main store without changing total school inventory, then reduced by counter sales. Supervisors can transfer stock back, record physical counts and review or export the movement and low-stock report. Administrators should assign the new canteen POS, supervisor and reporting rights before cashiers sign in. Cashiers can split one receipt across multiple methods, including a student’s live pocket-money balance. Pocket-money spending updates the student’s statement and accounting in the same transaction as the stock sale. Supervisors can reconcile each PDQ tender to its settlement amount and reference, explain variances, or reopen an incorrect match while retaining its audit history. Before the first post-upgrade sale, transfer each outlet’s opening quantities from the main store. Supervisors can also void a completed receipt from the sales register. ShuleOne returns its items to stock, reverses its payment, pocket-money and accounting effects together, and retains the reason in reports and exports. Reconciled PDQ tenders must be reopened before their sale can be voided. See Canteen.

Canteen customer searches now read active teachers and staff from the same operational registers used by Attendance and Inventory. They no longer depend on an optional import into HR or Payroll. Payroll deduction remains unavailable as a canteen payment method.

Specialised read-only roles for accounts and banking

Administrators can now grant View bank accounts, View other incomes, and View expenses and suppliers independently under Settings → Users → Rights → Finance. These roles allow the relevant lists, details, statements, prints and exports while keeping account maintenance, income and expense entry, supplier payments, reversals, write-offs and cheque actions unavailable. Combine only the view roles a staff member needs. See Accounts and roles.

Limited finance roles can inspect votehead billing

Staff with View only or Set fee structure can open Finance → Voteheads and select Students to inspect, filter, print or export the learners billed under a particular votehead. Add, edit and delete actions remain restricted to finance administrators. See Voteheads and fee structures.

Parent finance messages can combine fees and other levies

Schools that bill transport or another charge under Other Levies now choose what a balance reminder or invoice should communicate: School Fees only, Other Levies only, or Combine School Fees + Other Levies. Combined SMS, statement PDFs, emails, and printable reminders show the two ledger subtotals and a grand total. Fee receipt messages and PDFs add the same breakdown automatically for learners with levy billing, and finance templates now include ledger-specific balance, billed, paid, and payable fields. Schools without Other Levies billing keep the existing Fees-only workflow. See Balances and reminders, Billing students, and Message templates.

Supplier bills stay unique and sort in numeric order

Inventory → Bills & invoices now opens with the most recently recorded bill first. Sorting Bill / invoice uses its numeric value, so an imported BILL-9999. no longer appears above a newer five-digit bill when sorting from highest to lowest. Existing duplicate internal bill numbers are reassigned without changing their supplier, invoice, payment or journal links, and new numbers are allocated from a locked school-specific sequence. See Bills and supplier payments.

Both mobile apps are easier to find

The public ShuleOne site now separates ShuleOne Connect for parents and learners from ShuleOne Admin for school staff, with verified Google Play and App Store links for both. Choose the app for your role before signing in. See The mobile app.

1 September 2026

Inactive teachers can be cleared from timetables

An inactive teacher who still owns lessons in the selected timetable now remains visible under Timetable → Teachers as Inactive · unassign only. Administrators can remove the teacher’s existing lesson allocations, but cannot select that teacher for a new allocation. Once the final allocation is removed, the inactive teacher no longer appears in that timetable’s teacher list. See Setting up the timetable.

Intervention data coverage is explicit

The Intervention Centre now separates active learners loaded from learners with mapped evidence, so an empty mastery circle is clearly a missing tagged result rather than a missing student. Sub-strand averages state their evidence coverage, learner search works across the full loaded roster, and teacher-rubric-only results display the CBC bands BE, AE, ME or EE instead of repeating percentage equivalents. See the Intervention Centre guide.

Faster Inventory bills without sidebar-blocked windows

Inventory dialogs now open above the sidebar throughout the module, keeping every form and report control reachable. The bill register sends compact bill summaries instead of repeating complete supplier records. Search, filters, sorting and pagination now run on the server, which returns only the visible page and keeps typed text responsive for schools with long histories. Inventory requests also use the signed-in access token consistently, preventing an unnecessary refresh from returning a user to sign-in while working on a bill. See Bills and supplier payments.

Payroll actions are protected from overlapping requests

Payroll now processes calculation, approval, payment, cancellation and reversal once per run when requests overlap. The same protection covers loan schedules and balances, welfare contributions, statutory remittances, salary-to-fees receipts and payroll journals. If another request finishes first, refresh the run or approval item to see its new status; repeating the click does not create a second financial effect. See Payroll and Loans and approvals.

Payslip deduction lines reconcile to net pay

Individual and bulk payslip PDFs now show every distinct deduction source even when two instructions share the same display code, such as school-fee deductions for one student. Exact legacy copies remain suppressed, but a real second instruction is printed so the visible lines add up to Total Deductions and explain the employee’s net pay. See Payslips.

Previous receipts remain available to limited finance users

Finance users with View only can open and print a student’s previous receipts without receiving-payment rights. If the account also has Send fee balances, it can resend an issued receipt to the parent. These actions do not grant access to create, allocate, reverse or otherwise change a payment.

31 August 2026

Exact errors for the school-wide once-per-day timetable rule

Timetable → Check setup now applies Enforce one subject per class per day before generation starts. If a lesson needs more separate sessions than its availability permits on distinct days, ShuleOne names the lesson and compares required sessions with available days instead of letting the scheduler end with an unexplained timeout. The lesson editor also distinguishes its best-effort spread preference from this hard school-wide rule. See Generating and publishing.

Finance “View only” is now strictly read-only

Staff with View only can continue to inspect, print and export finance records, but they can no longer receive or split payments, upload receipts, allocate unallocated money, transfer credits, change billing, or approve and request finance corrections unless a separate permission explicitly grants that task. Receipt-entry controls are also hidden when Pay fees or Finance admin is absent. Administrators should review mixed-role accounts under Settings → Users and ask affected users to sign out and back in after changing their rights. See Accounts and roles and Receipting payments.

Intervention evidence and impact are clearer

The Intervention Centre now combines teacher rubrics, assignments and tests, LMS quests, past-paper or exam results, and learning-game evidence when it maps to the selected CBC skill. Circular mastery profiles show both the score and source letters. Saved groups, teacher PDFs and the family app now present Before, Support used and Now, with Awaiting review when no follow-up evidence exists. The E-learning sidebar has also been simplified by removing Video Lessons, Notes and Gamified Lessons, and the Past Papers upload window now follows the app’s rose theme. See the Intervention Centre guide and parent learning and progress.

Reliable confirmation for communication-wallet top-ups

Communication Wallet confirmation now preserves an M-Pesa receipt that arrives while a status check is already running. The payment moves from Pending to Successful and credits the wallet once both the receipt callback and M-Pesa status agree, without users having to repeat the payment. See Communication costs and wallet top-ups.

Locked timetable lessons stay put during regeneration

Regenerating a timetable now replaces only unlocked allocations. Locked lessons retain their exact day, period, room and co-taught class rows even if the generation engine returns a partial result. If a pinned allocation conflicts with newer setup rules, ShuleOne keeps it and reports the conflict for correction. See Generating and publishing.

Reliable placement from the timetable working area

Schools that use the timetable’s standard slots can now move an unallocated lesson back onto a highlighted teaching period without receiving a false “class has no teaching slot” message. The bell-profile check is applied only when the class actually has a bell profile. Lessons in the working area are also displayed as readable full-size cards with their subject and class, including a class count for grouped lessons. Manually moved lessons now retain matching period and clock-time details, preventing class timetable reports from stacking lessons from separate periods into one cell. See Generating and publishing.

Reliable Inventory selectors and clear bill-account lists

Searchable selectors across Inventory now accept their available options correctly, including supplier, item, category, account and status lists. On Inventory → Bills → Record bill, the grouped Bill votehead / posting account list now opens as a solid panel above the form in both light and dark mode, so line-item fields no longer show through it. See Bills and supplier payments.

29 August 2026

Timetable checks catch impossible double-lesson windows

Before generation starts, Timetable → Issues now checks that each teacher’s subject sessions can fit inside the allowed clock windows. For example, three double lessons are blocked if breaks divide the available time into only two usable consecutive-period windows, even when the raw number of free periods appears sufficient. The issue names the teacher and subject, compares required sessions with available windows, and explains whether to open another window, shorten the session pattern or reassign a lesson. See Generating and publishing.

28 August 2026

Reliable biometric enrolment for new and shared-campus setups

Attendance → Devices → Send to gadget now works when a school has not previously opened or saved Attendance Settings; ShuleOne creates the standard settings during the first send. Shared-campus readers also reject an admission or biometric ID already used by a different person at either campus, preventing an enrolment from silently overwriting the other person’s fingerprint. See Biometric devices.

27 August 2026

Faster vehicle register checks

The Transport → Vehicles register can now be searched by vehicle, crew, route, insurer or policy details. Fleet managers can combine active status, vehicle type, insurance, inspection and cover-type filters, then sort results by registration, expiry, capacity or model year. See Routes, vehicles and students.

Multiple daily bus runs and per-trip conductors

Transport can now schedule several morning and evening journeys for the same vehicle, including journeys on different routes. Each recurring service run has its own planned time, driver and conductor; overlapping use of the same bus or crew member is blocked. Students can be assigned independently to a morning run and an evening run, and the office can substitute the crew on one Planned trip without changing the recurring schedule. See Daily transport operations.

Searchable Inventory selectors and complete dark mode

All selectors across Inventory can now be searched by typing, including long vendor, item, account and category lists. Inventory dashboards, tables, forms, menus and pop-ups now follow dark mode consistently, while narrow-screen layouts keep controls accessible. Inventory tables can also be sorted from their headings and automatically page the rows to fit the current screen height, without shortening printed reports. See the Inventory overview.

A subject-focused Intervention Centre

The Intervention Centre now keeps one class and subject in view at a time. Selecting a class limits the subject list to that class, while Priority map and the required Mastery heatmap provide two views of the same evidence. Select gaps, accept or adjust the suggested learner cohort, and save the plan from the guided panel without working through a long mixed-content page.

The Reports menu now produces confidential class summary, cohort progress and individual learner support PDFs. See the Intervention Centre guide.

One shared communication price list

ShuleOne and BomaSuite now read the same centrally managed SMS and WhatsApp retail rates. WhatsApp previews and final charges use the approved Meta category—Marketing, Utility, Authentication or Service—so the amount shown before a send matches the wallet debit. Updating WhatsApp retail pricing from ShuleOne updates the shared gateway price used by both products. See Communication costs.

Approved CSF historical fee backfill

Super administrators can now send CSF’s approved historical fee-collection data from CSF Integration. The historical pass sends one termly record for each available school or campus period from 2024 Term 1 through 2026 Term 1. It uses the approved manifest, exact CSF unit codes and CSF’s separate historical inbox. Enrollment is not part of this pass, and weekly collection curves remain deferred. See CSF data sharing.

26 August 2026

Post-dated cheque overpayments wait for clearance

A supplier cheque may now exceed the bills selected for payment. If the cheque is post-dated, ShuleOne records the surplus as pending supplier credit instead of rejecting the payment. The pending amount is visible in the cheque and supplier-credit registers but cannot be applied or refunded yet.

Reaching the maturity date does not move the money by itself. Finance must clear the cheque from Finance → Suppliers → Payments using the actual bank-statement date. Clearance activates the supplier credit and applies it to eligible open bills, oldest first; any remainder stays available for a later bill or refund. Bouncing, expiring or voiding the cheque cancels the pending credit together with the bill allocations. See Bills and supplier payments.

25 August 2026

Sell inventory directly to students

Schools can now give retail items such as uniforms a default selling price and use Inventory → Student Sales to complete a paid sale. Completing a sale records the student and receiving cash or bank account, reduces stock, creates the accounting entry and produces a printable receipt.

The page reports sales revenue, cost of goods sold, gross profit and gross margin for the selected period. Each line keeps the weighted item cost at the moment of sale, so later purchases do not rewrite historical profit. A voided receipt restores its stock and reverses its accounting entry while remaining visible in the audit history. See Selling inventory to students.

Supplier overpayments from Inventory

Inventory → Bills → Record payment now accepts an amount above the bill balance. The bill is settled and the surplus is saved as refundable supplier credit, ready to be applied automatically to the supplier’s next bill. The payment form shows the surplus and asks for confirmation before recording it. A post-dated cheque keeps its surplus pending until Finance confirms bank clearance. See Bills and supplier payments.

24 August 2026

Historical overpayment reports

The Overpayments Report now has an As At Date filter. Choose a date such as 30 June 2026 to see the year-to-date overpayment position at the end of that day. The selected cutoff also applies to the PDF and Excel exports. See Financial reports.

Timetable generation failures now explain the cause

When timetable generation fails because classes contain more weekly lesson time than the timetable can hold, the grid now names every affected class, shows required versus available time, calculates the exact shortage and links directly to that class’s Lessons. Raw engine dialog text and repeated button labels are hidden. Unrecognised failures still retain concise technical details for support. See Generating and publishing.

Past-paper practice reports and safer document viewing

Learners can now open Progress report from a past-paper card after submitting linked digital practice. The report shows latest, best and average score, change since the previous attempt, timing status and verified CBC weak areas. It says clearly that linked practice follows the paper’s subject and assessment format; it does not claim that the learner answered the PDF’s original questions.

Protected paper PDFs now stay in an in-app viewer with ShuleOne’s export and sharing controls removed. Offline copies remain inside app/browser storage. Opening or saving a PDF never counts as a completed attempt.

Where an exact source transcription has passed independent staff review, learners now see Sit this exact paper. Progress reports label these sittings separately from AI-similar practice. Staff can compare the source PDF and structured questions side by side, validate order, marks, CBC tags and marking data, then publish an immutable, hashed version through a separate uploader/reviewer workflow.

Staff also have a KNEC coverage register that accounts for expected KPSEA/KJSEA items and keeps source, permission, review, primary-paper and marking-scheme status separate. A generic school mock does not count as an official KNEC paper.

Pending communication-wallet payments can be confirmed safely

Confirm payment in Communication Wallet History now performs a fresh M-Pesa status check instead of only refreshing the saved status. It validates the checkout, receipt, phone and amount before settling the wallet. Older pending payments remain eligible for reconciliation, and a payment that support already credited using its M-Pesa receipt is marked successful without adding the credit twice.

Correct Family Bank payment details on WhatsApp

When an M-Pesa prompt is not available, the WhatsApp pay reply now separates Family Bank’s shared M-Pesa business number from its internal school-routing identifier. It shows business number 222111 and includes the school identifier and campus letter in the account, such as 183506#V1500 for a Vantage learner with admission number 1500. Copy the account exactly as shown so the payment reaches the correct school and learner.

21 August 2026

Safer spreadsheet imports

Student, teacher and support-staff imports now keep an Import history beside the upload form. Open an import to see who ran it, the source workbook, its row totals and the result for each row. Imports that are still safe to reverse show Roll back.

Results distinguish four outcomes:

• Added — a new record was created.
• Linked — a teacher or support-staff record was linked to an existing HR employee; the existing HR details were not overwritten.
• Skipped — the person was already in ShuleOne. Nothing needs correcting or re-importing.
• Failed — the row contains data that must be reviewed.

Rolling back a teacher or support-staff import now also removes HR employees created by that workbook when they are still pending, unchanged and unused. Profiles with later HR, payroll, attendance, leave or transport activity are retained and unlinked, and the result clearly reports both totals. Teacher rollback also removes unused portal accounts created by the import and stops for review if an account has since been used.

When correctable rows fail, ShuleOne downloads a new Excel workbook containing only those rows, their original values and a Failure Reason column. Correct the workbook and import it again. Existing people are excluded because they are already in the system.

Duplicate messages now identify the existing person by meaningful details such as name, position, national ID or HR staff number. Internal database IDs are no longer shown.

See the detailed guides for students, teachers and support staff.

Merit lists and combined exams

Merit lists can now be downloaded as PDF or Excel. A combined exam offers three layouts:

• Standard Merit List — compact final marks, grades, totals and positions.
• Detailed Combined Merit List — every component exam under its parent subject, printed on an A1 landscape sheet.
• Exam Totals Summary — one total per component exam, followed by the sum, exams sat, average, grade and position.

Wide combined reports paginate across sheets instead of shrinking columns until they are unreadable. Standard lists include both parent and child subjects, and their summary grade and position now match the displayed totals.

Inventory and supplier bills

• Inventory PDF exports use landscape layouts and improved column widths where a report is too wide for portrait.
• Supplier balance PDF and Excel exports include clearer supplier, contact, payment-term, balance and credit columns.
• The supplier-bill field is now labelled Bill votehead / posting account. Search the billing voteheads and choose where the bill should post. Only the automatic accounts ShuleOne must control are withheld; valid existing payable voteheads remain available.

Reliability and navigation

• Readmitting a student now restores the existing record safely and cleans up obsolete guardian links without removing a guardian role that is still used by another child.
• The global Help control is slimmer and stays at the middle-right edge on smaller screens, where it no longer covers bottom navigation.
• SMS screens now include direct Help access.
• Import-history upgrades are safe to apply more than once during deployment.