MySchoolBucks Management (iiQ Ticketing & iiQ Assets Modules)

Integrating with MySchoolBucks simplifies the registration of fees and payments for users, tickets, and assets. This allows for easy generation of statements and checking balances. Through this integration, parents can view and pay technology fees and fines for their students when they log into the MySchoolBucks portal. Any payments made via MySchoolBucks will be automatically recorded in Incident IQ, ensuring that your records remain accurate and up-to-date.

Streamlined Payment Processing for Parents: Enable parents to view and pay all fees/fines in MySchoolBucks, simplifying payment and improving collection rates.

A couple of steps need to be taken before your district is ready to apply fines and fees using the MySchoolBucks integration.

To begin, you will need to contact MySchoolBucks, email sales@heartlandschoolsolutions.com, and request that the Enhanced Incident IQ Integration be enabled for student Technology fees and fines.

In your Incident IQ site:

Create a new user account specifically for the MySchoolBucks API (recommended username: MySchoolBucks_API_Service)

This user should not be tied to a real person and should have only the permissions required for the API to access fees, invoices, and payments.

Best Practice: Assign the minimum necessary permissions to the API user to reduce risk and maintain security.

For the MySchoolBucks API Service User you just created:

Your MySchoolBucks rep will complete the integration setup using the credentials and information you provided. Once they confirm that the integration is active, you’re ready to switch.

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You can set the number of days before a fee becomes overdue. There is an option to filter users, assets, or tickets with outstanding balances.

Item Categories are the fines or fees categories (i.e., course fees, library fines, device insurance, athletics). Click on the Item Categories tab. Then click Add New Item Category. Enter the Title of the category, along with the Description. Click Save.

When adding or editing an item category, you need to Re-Build Payment Data after making all your changes. Re-Build Payment Data is updating existing data for your grid column payment data to be displayed correctly. Click on Re-Build Payment Data.

You can Edit or Delete the category to the right.

You can pay a whole fee Category at once (including several fee types). First, you must create a fee Category and several Fee types belonging to the same Category. Fee Categories are set up on the Payment app > Item Categories tab. For example, a Room Rental Overages Category was created under which different room rental overage fees can be grouped.

On the Item Types tab, you can create different fee types but assign them to the same Category.

In this example, three types of fees were created: Additional Hours—Tier 1, Additional Hours—Tier 2, and Additional Hours—Tier 3, and they were grouped under one Category: Room Rental Overages.

Item Types are the fees, payments, or adjustments associated with the Item Category. For example, under the Item Category library fines, you can have item types: overdue, damaged, lost.

Click on the Item Types tab. Then click Add New Item Type.

Next, you will need to fill out the following fields:

Click Save.

You can Edit or Delete the item type to the right.

Return to Guide Index

On the Export tab, you can Export All Transactions. This will generate an excel file containing all the transactions and information needed (SKU, category, name, description, amount, due date, and more.)

On the Import tab, you can import fee data into the MySchoolBucks integration.

To import fee data, download the import template by selecting "Download import template."

Sku, SchoolId, and Email are required columns.

Copy and Paste the data from the template into iiQ. Selecting Parse will configure/analyze the data.

After you Parse the data, you will be taken Step 2, where selecting Pre-process will validate whether the line items can be created.

If the line items can be imported you will see a green check to the right of the line, selecting Import will import the fee data. You will see the confirmation window at the top of the screen, and you will click Ok.

In MySchoolBucks Payments email statements, you can include district-specific details and use variable data points to personalize the emails sent to parents, students, and other recipients. To do this, you will go to the MySchoolBucks Payments app and navigate to the Customize Emails tab.

This feature is product-specific, meaning the changes the user makes in the MySchoolBucks Payments statement in Facilities, for example, will not affect it in Ticketing.

The WYSIWYG editor will prevent users from saving messages that contain malicious script tags. It will display an error prompting users to remove any HTML script tags.

The email will include any variables or content added in the Customize Email Statements section.

If no variable data points or content is added in the Customize email statements sections, the email sent will look like this.

Under the Permission tab, you have access to limit which users can:

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Hannah Bailey - Director, Customer Engagement