User's Guide

Where school sponsorships actually get delivered.

myschoolpartner gives a local school program and the business backing it one shared record — so every banner, post, and event invitation that was promised gets tracked, proven, and confirmed. This guide walks both sides through the app, screen by screen.

For school programs (PTO / PTA / booster) For local businesses myschoolpartner.app

01 · Overview

One handshake, written down.

When a business sponsors a school, a lot gets promised — a banner on the fence, a set of Facebook posts, a spot on the PTO website, a few tickets to the fall festival. Today that lives in memory, email, and goodwill. myschoolpartner turns it into a ledger both sides can see and trust.

The sponsorship record — the object both sides share.

How the record works

  • The school marks each item delivered and attaches proof — a photo of the installed banner, a link to the actual post.
  • The business confirms what it received, or disputes it with a reason.
  • Every change is logged. Both sides always see the same, current truth.
Why it matters

A single sponsor is worth $500 or more. When renewal time comes, the school can prove the value it delivered — and the business has a clean record for its marketing and tax files. That’s what turns a one-time check into a renewing partnership.

Two sides, one object

The school side

School programs

PTOs, PTAs, PTSOs, booster clubs, and school foundations. You sell and deliver sponsorships.

  • Prospect local businesses in a simple pipeline
  • Build sponsorship tiers, then sell them
  • Deliver each item with proof, and answer any disputes
  • Prove value at renewal with year-end summaries
The business side

Local businesses

The companies backing those schools. You receive and confirm what you paid for.

  • See every school you support in one portfolio
  • Confirm each placement — or dispute it
  • RSVP to the events you’re invited to
  • Pull a year-end value & giving report
Colour key for this guide

Sections shaded teal are the school workflow. Sections shaded gold are the business workflow. The screens in the middle — the sponsorship itself — belong to both.

02 · Getting started

Create your account.

Everyone starts the same way: sign up, choose which kind of organization you are, and fill in a short profile. Your account type decides which screens you’ll see for the rest of the guide.

Sign up and pick your account type.

The three-step start

  • Sign up with email & password (magic-link sign-in works too).
  • Choose your type — School organization or Business. This can’t be mixed on one login; a person who works with both keeps two logins.
  • Complete your profile — schools add their school & org type (PTO/PTA/booster); businesses add industry, website, and a logo.
Then: pick a plan

An active subscription is what unlocks write actions (creating tiers, marking things delivered, confirming). You can look around before subscribing — see Roles & plans.

Who’s on your account

Admins can invite teammates and manage billing; members do everything operational except billing and user management. Invite the rest of your board or team from Team.

School workflow

03 · For school programs

Run your sponsorship program end to end.

From a cold prospect to a renewed sponsor, everything the school does lives under eight tabs: Dashboard, Pipeline, Sponsors, Tiers, Events, Reports, Team, Billing.

Dashboard — your program at a glance

School dashboard — six live rollups over your whole program.

Every tile is a shortcut. Committed revenue counts active, renewed, and fulfilled sponsorships. Deliverables reads confirmed / total, so you can see what’s still outstanding. Disputes to answer and Renewals due soon are your to-do list — click straight through to the work.

Sponsor Wall

The dashboard also gives schools a public, shareable Sponsor Wall link that thanks every active sponsor automatically — drop it in a newsletter or on your school site.

Pipeline — from first contact to signed

Move a prospect across stages with ◀ ▶. When they commit, hit Convert.

The prospect board

Each prospect card holds the business name, a contact, an estimated amount, and a target tier. Nudge it along the stages — New → Contacted → Proposal sent → Committed → Won — or mark it Lost (and reopen later).

  • Convert pre-fills the create-sponsorship form, flips the prospect to Won, and links it to the new sponsorship — no re-typing.
  • Add a prospect any time from New prospect details at the top of the board.

Tiers — package what you offer

Tiers are templates. Items can be banners, social posts, website placement, event invitations, donations, raffle prizes, spirit nights, meals, or “other.”

Build it once, sell it many times

A tier is a named price with a checklist of template items. When you sell it, myschoolpartner copies those items onto the new sponsorship as real deliverables — so editing a tier later never disturbs a sponsorship you already sold.

Tip

You don’t have to use tiers. You can also build a fully custom sponsorship item-by-item when a sponsor wants something bespoke.

Sell it, then deliver with proof

No proof, no delivery — every delivered item carries a photo, link, or file.

Selling a sponsorship

From Sponsors → New sponsorship (or straight from a converted prospect), pick the business, choose a tier, set the amount and term. The tier’s items land as deliverables, each starting at Planned.

Delivering an item

  • Optionally schedule a due date.
  • Mark delivered — you must attach proof (image, link, or file). This bumps the item to Delivered and notifies the business.
  • The business then confirms it, and it turns Confirmed.
Who does what

Only the school marks its items delivered and schedules them. Only the business confirms or disputes. The app enforces this on both sides.

Reports & receipts

Under Reports, open a printable year-end giving summary for each sponsor, built from confirmed deliverables and recorded payments — perfect for a thank-you and their tax file.

Renewals

Sponsorships nearing their term end surface on the dashboard. Renew clones the sponsorship into the next term in one click, so a good partner never quietly lapses.

Business workflow

04 · For local businesses

See everything you sponsor — and confirm you got it.

The business side is leaner: Dashboard, Portfolio, Offer, Events, Reports, Team, Billing. Your job is to receive, confirm, and keep the record for your files.

Portfolio — every school in one place

Same six tiles, tuned for the business: “Total sponsored,” “Awaiting your confirmation.”

What needs you

The tile that matters most is Awaiting your confirmation — items the schools marked delivered that are waiting on you. Click it to jump straight to the queue.

The Portfolio tab lists every sponsorship across every school, with its status and value at a glance. You only ever see relationships you’re part of — never another business’s deals.

Confirm — or dispute — each item

Delivered items show their proof, with one-tap Confirm or Dispute.

Two buttons, that’s it

  • Confirm locks the item as fulfilled — it turns Confirmed and is logged.
  • Dispute opens a short form: pick a reason, add detail. The school is notified and responds. (Full flow in Disputes.)

Make an offer

Businesses can also start a sponsorship themselves from the Offer tab. The school sees a Draft offer to accept or decline — the same shared record, started from the other side.

Events & RSVP

When a school grants you event-invitation slots, they show on the Events tab. RSVP Accepted, Declined, or mark Attended so the school knows who’s coming.

Value report — proof for your files

A year-end value & giving report, per school and in total.

Your receipts, done for you

myschoolpartner rolls up everything you actually received — the confirmed placements and recorded giving — into a per-sponsorship summary you can print or save as PDF. It’s the marketing value and the tax-deductible giving, in one document, without chasing a single PTO by email.

05 · The shared record

The sponsorship detail — where both sides meet.

This is the single most important screen in the app, and both parties see the same one. It carries the header, the deliverables with their proof and actions, a shared notes thread, the payment record, and a full activity log.

The shared sponsorship detail — the same screen the business sees, with the actions each side is allowed to take.

Reading the screen

  • Header — the two parties, tier, amount, term, status, and a confirmed count. Schools get a Renew button here once it’s active.
  • Deliverables — each item shows who provides it, its quantity progress (e.g. 4/6), its proof, and only the buttons you’re allowed to use.
  • Notes — one thread both sides post to; your own messages are tinted.
  • Payment — the sponsorship money is recorded here, not processed. myschoolpartner never moves the sponsorship funds.
  • Activity — every status change, with who did it and when.

The lifecycle of one deliverable

Every item walks the same path. The school moves it forward; the business closes it. One branch — a dispute — loops back through the same confirmation gate.

School
Planned
Item exists, not started
→
School
Scheduled
Given a due date
→
School
Delivered
Done + proof attached
→
Business
Confirmed
Locked as fulfilled
⤶ The dispute branch

From Delivered, the business can open a dispute instead of confirming. The item becomes Disputed, the school responds with one move that returns it to Delivered, and the business confirms to close the loop. It always funnels back to that single Confirm gate — no endless back-and-forth.

06 · Disputes

When something isn’t right, resolve it cleanly.

Disputes are structured on purpose. The business raises exactly one, the school answers with exactly one move, and confirming closes it. Everything is logged, and both sides see the whole history.

The business picks a reason and adds detail; the item flips to Disputed and the school is notified.

Step 1 — the business opens it

On a Delivered item, choose a reason and add detail:

  • Not delivered · Partially delivered · Wrong item · Quality issue · Other

The item becomes Disputed and the school gets an email. Only one dispute can be open on an item at a time.

Step 2 — the school responds with one move

The school picks exactly one resolution. Each one records what was proposed and returns the item to Delivered, ready for the business to confirm.

Re-deliver
Add new proof and re-submit for confirmation — the fix for a genuine miss.
Adjust scope
Change the quantity owed to match what was actually delivered.
Accept as-is
Assert the item was fulfilled and ask the business to accept it.
Waive
Drop the obligation; on close it reads as complete.
Step 3 — the business closes the loop

The business confirms the re-delivered item. That single action turns it Confirmed, marks the dispute resolved, and records the resolution. Still not satisfied? Open a new dispute — same clean path, every time.

07 · End-to-end

The whole partnership, one lane each.

Here’s how a sponsorship moves from a cold prospect to a renewed partner, showing which side acts at each step. The school drives the top lane, the business the bottom, and they meet on the shared record in the middle.

School
Prospect in pipeline→ Build a tier→ Sell / convert→ Deliver + proof→ Respond to disputes→ Renew next term
Shared record
Sponsorship created→ Deliverables & proof→ Notes & activity log→ Event invitations→ Year-end summary
Business
Accept offer→ Confirm deliveries→ Dispute if needed→ RSVP to events→ Value report for files
The point of it all

By the time the term ends, nobody is asking “did we ever post that?” The school has a record it can show to renew, and the business has proof of everything it paid for. The handshake became a partnership.

08 · Roles & plans

Team roles and subscriptions.

Each organization subscribes to use the app. An active subscription is what unlocks write actions; reading stays open. Annual is priced at roughly ten months — about two months free.

PlanMonthlyAnnualYou save
School organization$12 / mo$119 / yr~17%
Business$24 / mo$229 / yr~20%

Checkout supports card and PayPal (via Stripe) or Square. The business plan sits above the school plan because businesses earn a quantifiable marketing return and a tax deduction.

Who can do what

Admin

Full control

  • Everything operational
  • Invite & remove teammates
  • Manage billing & the subscription
Member

Full operational access

  • Create, deliver, confirm, dispute, RSVP
  • Everything except billing…
  • …and adding or removing users
Good habits

Attach real proof the moment you deliver — it’s the whole point of the record. Keep the notes thread on the sponsorship, not in email, so both sides have the context. And watch the Renewals due soon tile: renewing on time is how a $500 sponsor becomes a $500-a-year sponsor.

09 · Quick reference

Statuses & where to find things.

Deliverable statuses

PlannedThe item exists but hasn’t been started.
ScheduledGiven a due date by the school.
DeliveredDone, with proof — waiting on the business.
ConfirmedThe business accepted it. Locked as fulfilled.
DisputedAn open dispute exists; the school must respond.

Sponsorship statuses

DraftAn offer not yet accepted by the other side.
ActiveLive and in progress.
FulfilledEvery deliverable is confirmed.
RenewedRolled into a following term.
ExpiredTerm ended without renewal.
CancelledEnded early / declined offer.

Where things live

Dashboard — rollups & your to-do tiles (both sides).
Pipeline — prospect kanban (school).
Sponsors / Portfolio — the list of sponsorships.
Tiers — sponsorship packages (school).
Offer — start a sponsorship (business).
Events — calendar, invitation slots & RSVP.
Reports — year-end summaries / value report.
Team & Billing — people and your subscription.