Teaching School: monthly report, payment and privacy

The monthly report

On the 1st of every month, at 07:00 Israel time (you can change the time in "More", "Time the monthly report is built"), the system builds a report of the substitution hours of the month that ended and sends it to the school's email. It is built only for a month in which there was a published timetable.

• The "Substitution reports" screen lists the reports: month, version, hours and whether it was sent ("Sent", "Not sent yet" or "Sending failed, will retry").
• "Open" shows the summary by teacher (how many hours each substitute covered, and the total) and the list of the lessons in detail. "PDF" and "Excel" download the same report.
• The total is always equal to the number of rows in the detail. Before every sending the system checks this, and if the numbers do not match it does not send, and the problem is reported to the people who run the system.
• A report is final and is kept. A mistake, for example an hour that was confirmed by phone after the report was built, is corrected with "Build a corrected version" and a note on what was corrected. This creates a new version and sends it, and the earlier version stays as it was. The screen shows what was added and removed against the previous version.
• The same screen has the "Timetable archive": every version of the timetable, with its state, and a download of each as an Excel file.
• Once a month's report is saved, the month is locked. An absence, a cancellation or a substitution hour dated in that month shows the dialog "This month was already reported - add a correction note". You write what was corrected (3 to 1000 characters) and tap "Save and issue a corrected report": the change is saved and a corrected version of the report is built and sent together, so the report always matches the log. Without a correction note the change is not saved. A teacher or a substitute cannot correct a reported month.

Payment and read-only

• A school is free until the first timetable is published. From that day you have 14 days to pay for the year.
• The price is for a year, paid once, including VAT: up to 39 teachers 2,400 ILS, 40 to 89 teachers 3,000 ILS, 90 teachers or more 3,900 ILS. Everything is included: the solver, the emails, the substitutions and the monthly report. Only active teachers count: teachers with the viewer role do not.
• One price for the whole school: a timetable for all classes and all teachers together, with no limit on the number of classes or the number of runs.
• The tier is set by the highest number of active teachers during the period, not by the number on the day of the payment: for the first charge from the day the school registered, and for a renewal from the year that ended. A teacher counts on a day they were active, so archiving teachers in the days before payment does not lower the tier. A teacher who was added by mistake and archived the same day (for example a double import) is not counted. A change of tier in the middle of a year takes effect at the next renewal.
• The "Payment" screen (a link in "More") shows the state: "Free until you publish", "Waiting for payment" with the days left, "Paid" and the date it is paid through, or "Read-only". It also has the price list and the list of charges with a tax invoice for each.
• "Pay by card" opens the payment page. "Pay by bank transfer" issues a tax invoice with the amount; once we see the transfer and record it, it is marked as paid, and until then the school is not unlocked.
• If 14 days pass without payment, the school becomes read-only: the published timetable stays open to view, print and export, and nothing can be changed (no new absences, no substitutions, no new builds) until it is paid. No data is deleted. A banner at the top of every screen says so and leads to the "Payment" screen.
• A teacher who opens their link cannot send a constraint, a comment or an absence report while the school is read-only, and a substitute who taps "Yes" or "No" is not recorded. They see "The school is not active right now - please contact the school administrator". Viewing the timetable keeps working. A substitute's link is not used up by such a tap and works after payment, if the lesson has not started.
• If the "Payment" screen shows a test notice, no real money moves.
• This has nothing to do with the plans of a private tutor, which are described in the chapter on plans and billing.

Privacy and data

• The system holds no student data at all. It keeps teachers (name, email, phone, subjects and grades), classes and subjects, constraints (the original text is kept), timetables, absences (the reason a teacher writes is seen only by whoever runs the school), substitutions and reports.
• Each school sees only its own data, and the separation is enforced in the database itself. A teacher who received a link sees only their own page.
• Teachers sign in with a personal link in an email, with no password. The session stays open for 12 hours and is limited to their page.
• A constraint written in free text is read with the help of an AI service from Google. The text is sent there for processing and may be processed outside Israel. The reading is only a proposal, and no constraint enters the calculation without your approval.
• The substitution log and the monthly reports are kept and cannot be changed or deleted from within the system.
• Deleting the school account: in "More" tap "I want to delete the account" and confirm with the password (or with the account's email, if it was opened through Google). The account is locked at once and the teachers' links stop working. 30 days later all of the school's data is erased for good: the teachers, classes, timetables, absences, substitutions and reports. Invoices and payment records are kept, as the law requires, without identifying details, and there is no refund for a period that was paid.
• Where the data is stored and who else processes it is written in the privacy policy, linked at the bottom of every page of the site.