Policies & Important Notes
What you need to know about data safety, plan limits, and key behaviours.
Subscription Expiry
Your data is never deleted when a subscription expires or is cancelled.
When a subscription ends:
- All your data stays intact -- students, subjects, classes, attendance records, invoices, and payments.
- You just can't add new records beyond the Free plan limits.
- If you renew or upgrade later, everything picks up where you left off.
Plan Limits
Each plan has maximums:
| Resource | Free Plan | Paid Plans |
|---|---|---|
| Students | 50 | Varies by plan |
| Subjects | 10 | Varies by plan |
| Classes | 5 | Varies by plan |
| Staff Members | 3 | Varies by plan |
Hitting a Limit
- The action is blocked with a friendly message telling you what limit you've hit.
- An Upgrade Required dialog appears showing available plans.
- You can upgrade straight away via Stripe (card) or bank transfer.
- Existing data is not affected -- you just can't add more until you upgrade.
Data Deletion
Invoices and Payments
Financial records are never permanently deleted. If you delete an invoice and a payment is later recorded against it, the invoice is automatically restored.
Students, Subjects, Classes, Enrolments
These are permanently deleted when you remove them. Be careful with the Delete action.
Staff Removal
When you remove a staff member, they are unlinked from your centre but their account still exists. They can be added back later without losing their identity.
Duplicate Prevention
- Invoices: You can't create two invoices for the same student in the same month.
- Enrolments: A student can't be enrolled in the same subject twice.
Payment Rules
- All amounts must be greater than RM 0.
- A payment can't be larger than the invoice amount.
- You can only have one pending bank transfer payment at a time.
Invitation Expiry
Staff invitations expire after 7 days. The recipient will see an error asking them to request a new invitation. You can re-invite anytime.
Class Cancellation
When you cancel a class date (e.g. for a public holiday):
- The date is removed from the schedule for that slot.
- The slot itself stays on the schedule.
- Any existing attendance for that date is preserved.
- Cancelled dates are hidden from the calendar and attendance page.
Audit Trail
Every financial action (invoice creation, payment, approval, rejection) is logged with who did it, what changed, and when. This log exists for your protection and cannot be modified or deleted.
Parent Portal
Each student gets a unique portal link that parents can use to view invoices and attendance. You can copy it, reset it, or disable it from the student table.
Timezone
The system defaults to Asia/Kuala_Lumpur (Malaysia Time). You can change this in Settings. All times are stored as UTC and shown in your chosen timezone.