> ## Documentation Index
> Fetch the complete documentation index at: https://educontroldoc.pixelspectivetech.com/llms.txt
> Use this file to discover all available pages before exploring further.

# School profile and branding

> Your school's identity, contact details and reference number prefixes — the record every printed document reads from.

Everything EduControl prints — receipts, invoices, feeding bills, report cards and both portals — reads your school's identity from one record. Set it before you issue anything, because a receipt printed under the wrong name is a document a parent keeps.

## What to fill in

| Field                                  | Appears on                       | Notes                                                 |
| -------------------------------------- | -------------------------------- | ----------------------------------------------------- |
| Legal name                             | Every printed document           | The name as registered, not the everyday short name   |
| Short name                             | Headers, portal                  | Used where the full legal name is too long            |
| Motto                                  | Report cards, letterheads        | Optional                                              |
| Crest / logo                           | Receipts, invoices, report cards | Optional, but report cards look unfinished without it |
| Town, region                           | Letterheads                      |                                                       |
| Phone, alternate phone, email, website | Receipts, invoices               | Parents use these to query a bill                     |
| Registration number                    | Official documents               | Your GES registration                                 |

<Tip>
  Fill in at least the legal name, crest and one phone number before your first billing run. These are the fields parents look for when they want to query a charge, and adding them later does not reprint what you already issued.
</Tip>

## Reference number prefixes

EduControl numbers six kinds of document, and each has its own prefix and counter that you control:

| Kind          | What it numbers               |
| ------------- | ----------------------------- |
| `admission`   | Pupil admission numbers       |
| `staff`       | Staff numbers                 |
| `invoice`     | Academic and feeding invoices |
| `receipt`     | Payment receipts              |
| `credit_note` | Credit notes                  |
| `refund`      | Refunds                       |

Each is a prefix, the year, and a counter padded to a fixed width — so a receipt prefix of `RCT` gives you `RCT-2026-0001`, `RCT-2026-0002`, and so on.

<Warning>
  Counters are per year and per kind. Changing a prefix mid-year does not renumber what you have already issued, so you will have two formats in the same year's records. Set prefixes before your first term and leave them alone.
</Warning>

A new academic year inherits the prefixes you last used, so this is a decision you make once rather than every September.

## Changing the profile later

Editing the profile changes what is printed **from that point forward**. Already issued receipts, invoices and published report cards keep the details they were printed with — that is deliberate, because those documents are records of what you told a parent at the time.

Changes here are recorded in the [audit log](/docs/reference/audit-log) with the person who made them.

## Who can edit it

The `manage_school_settings` permission, normally held by an administrator or the proprietor. See [Staff and roles](/docs/before-the-term/staff-and-roles).