For the school office
From signing up to the first report a parent reads, who sees what along the way, and what happens when someone leaves or the school stops. As it works today.
Everything is done from the school portal, on a computer. Nobody joins the school without an invitation.
You enter the school's name, your own name and your email. We send you a link that works for 24 hours. When you open it, you set your password and the school is created, with you as its owner. The 14-day trial starts then.
Add them one by one, or all at once from a spreadsheet. Download the template, write one child per row (name, birth date, class, and up to two parents or guardians with a phone number and whether they may collect) and upload it saved as CSV, up to 1,000 children at a time. Before anything is written you see every row: which are new, which the school already has, and which have a mistake, and why. Classes the school does not have yet are made with them. A child with the same name and birth date is not added twice.
From Team you send an email invitation, as a teacher or as the office. The link works for 24 hours. In Classes you set which classes each teacher is in, and that sets which children they see.
From each child's page you send an invitation to the parent's email, in Greek or English. The link works for 7 days, and a parent without an account makes one from it. You see which invitations nobody has answered, and sending again cancels the earlier one. A parent cannot find the school and ask to join. The spreadsheet sends no invitations: the parents in it become the child's contacts.
On the office's home, a list shows what is missing: classes, a teacher in every class, children, every child in a class, a parent connected to the app and a contact for every child, and the first daily report. Each missing step names the classes or children and opens the page that fixes it.
When the 14 days pass without a subscription, the school still opens and everything written in it can be read, but nothing new can be written until it subscribes. The office can always take the school's records out.
Each school sees only its own. The app checks this and, separately, so does the database itself, so a mistake in the code is not enough to show one school what belongs to another.
The whole school: children and families, with the custody and safeguarding notes, classes, reports, payments, staff, settings, the activity log and the export. The owner is whoever signed the school up, and cannot be removed or demoted.
The children of their own classes: reports, which they write and send, attendance, pickup, incidents, allergies and medical notes, contacts, and the class chat. Not payments, staff, settings or the activity log, nor the custody and safeguarding notes. The office can give the school's teachers more: posting announcements, sending broadcasts, managing children or classes, seeing payments or the activity log.
Only their own children: reports once they are sent, never a draft, when the child arrived and left, incidents, their family's payments, and the announcements and documents meant for them. A photo is seen only by the families of the children in it, and only while the school has photo consent for each of them. In the class chat, where the school has turned it on, the class's parents see each other's messages.
Our own administration screen shows a school's staff and classes, and its children's names, birth dates and classes: what is needed to run the service. It has no screen for reports, photos, messages, medical notes or payments. Signing in to it takes a second step, and every change made there is recorded.
None of this deletes what the school wrote unless the office asks, except what has a set lifetime, such as photos.
The office removes them from Team. In the same step their sessions end on every device, and they leave their classes and those classes' chats. What they wrote stays under their name, and the removal is in the activity log. If only the phone with their second step is lost, the office removes the second step: their password is retired with it, and they get an email to set a new one.
When the office unlinks them from a child, from that moment they no longer see that child's reports, incidents, pickup or class chat. If they held the family's payment card and have no other child in that family, the card stops working, and whoever pays gets a new one.
They ask from the app or the website. Their sessions end at once, and they have 14 days to change their mind. Then the account is deleted. What the school wrote about the child stays with the school.
At the end of the year, graduating a class offers to stop the monthly charges of the children left in no class. What is owed stays, and the child's records stay with the school. Deleting a child erases their whole history, with reports, attendance, incidents and photos, and cannot be done while they have payments set up.
Report photos are deleted after 180 days, or within two days of consent being withdrawn for a child in them. Copies a family kept on its own device are outside our control.
If the subscription stops, nothing is deleted automatically. The school opens and can be read, and the owner or office takes everything out as files, with their password again: spreadsheets of children and families, reports, attendance, incidents, announcements and payments, and the report photos separately. When the school wants its data deleted, it asks us at support@nepinest.com.
What we keep, for how long and why, is in the privacy policy.
NepiNest