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Getting started with Flexischools
This onboarding guide is designed to set you up for success, as you launch your new Flexischools service at your school.
How to use this guide
This page is organised into 5 simple steps helping you get from announcement, to launch day!
Simply follow these steps below, and be sure to reach out to our team if you need any additional support.
Step 1. Send us any outstanding information
Ensure to check your emails for reminders to send us anything missing from your sign up form. Here's what we need to be able to build your service for you:
Your service menu/catalogue
Ensure that our team has a copy of your menu or product catalogue. This allows us to build out your service, ready to hand over to you!
Your bank verification
We need a verified copy of your bank details in order to deposit payment for your service.
Class lists
You don't need to provide the full list of children in each class, just the class names. Parents will add their children to the correct class when they create their account.
Step 2. Download and print your Quick Reference Guide
This one-pager is perfect to print and hang in your service area, as it guides you through regular tasks.
Step 3. Announce Flexischools
Let your school community know that you're launching with Flexischools! We've put together a range of resources, including: Need some ideas on how to let your parents know about your service? We’ve put together a range of free-to-use promotional resources, and our top tips to promote your service below.
Printable flyers & posters
Newsletter and website content
Social media posts and images
Top tips for getting parents registered and ordering from your service
Hang our free posters in high-traffic areas around your school
Access posters here: https://resources.flexischools.com.au/promote-your-service
Our team have created a range of posters that you can print as needed, and display throughout your school. Here are some of our recommendations:
- Near your canteen/tuckshop window, or next to your uniform shop
- Near OOSH pick up (if applicable)
- Near your front gate
- In your school’s administration office foyer or waiting room.
- Ask your school administration team to distribute these to each class, so that students can take home
- Pop a stack in your school’s administration office, usually they have a brochure holder, and it can be a high-traffic area for parents!
- Menu changes
- Special food/event days
- Stock updates
- Reminders to use the app
- Share a bit more about your team!
Print take-home flyers for students and parents
Access flyers here: https://resources.flexischools.com.au/promote-your-service
Nothing gets actioned quicker than a note from school!
Send a message via your school’s communication app
Access resources here: https://resources.flexischools.com.au/announcing-flexischools
Whether it’s Seesaw, School eNews, Class Dojo or something else – ask if your school’s administration team can send a message to parents with instructions on how to set up an account. We’ve done the hard work for you, with newsletter content, social media tiles and other marketing materials that you can grab and use immediately!
Ask for a spot in your school’s newsletter (and make it a regular one if you can!)
Access resources here: https://resources.flexischools.com.au/announcing-flexischools
This is another great way to keep your service top-of-mind with parents! Check with your school’s administration team to see if you can include a small section in their regular newsletter – this can be a great way to share:
Check that your service is on your school’s website
Access step-by-step guide here: How do I link to Flexischools from my school website?
Access promotional images here: https://resources.flexischools.com.au/promote-your-service
Your school’s website is another high-traffic location for parents! High-frequency parent tasks (canteen orders, uniform shop, absence notifications) should appear in homepage quick links and exist within the site’s main navigation under School Life, Parents, or Facilities.
Make sure your service is promoted on your school’s website, and that the link for parents to place an order or create an account is working correctly!
Promote your service on your school’s social media channels
Access promotional social tiles here: https://resources.flexischools.com.au/promote-your-service
Like your school’s website, promoting your service on social media is another way to catch parent attention!
Whether it’s a one-off post, or a reminder every so often, it’s helpful to reiterate the message!
Run a Special Food or Event Day
Access promotional materials and inspiration here: https://resources.flexischools.com.au/special-events
Access step-by-step video here: Webinar recording: All About Special Food/Event Services | 4 March 2026
Could FOMO be the secret weapon to get those dormant families ordering? FOMO is a powerful motivator, and running a Special Food or Event service using Flexischools is a proven way to increase orders. For example, this school saw a 40% increase in orders when they ran special food services!
Get inspired, create your event, promote it to your school community and watch those orders come in!
Step 4. Learn how to user the Supplier Portal
The below videos are designed to get you up to speed on how to use the Flexischools Supplier Portal.
Supplier Portal basics
Here's what you need to know for day 1
Access the Supplier Portal
This video will help you understand what the Supplier Portal is, and how to access it.
Supplier Portal functionality
We run through some of the common features and functions of the Supplier Portal.
Navigating the parent app
The iOS and Android parent apps are the main way parents will place orders for your service. Here's how it works.
Get to know your Supplier Portal
Take a deeper dive into some of the functions you'll likely be using within the Supplier Portal.
Editing your service
This video will give you an overview of how to find and update your catalogue or menu.
Additional support resource:
Managing your service
Editing your menu/catalogue
Whether it's a simple change, adding option sets, or a complete service refresh, here's how to get it done.
Need some images to make your canteen menu more visually engaging? We've put together some sample images for you. too!
Additional support resource:
How to create and edit menu items
Sample images (.zip)
Managing your orders
In this tutorial, we'll help you understand how to find and manage orders in the Supplier Portal.
Additional support resource:
Managing orders
Running your service with Flexischoools
Maximise your service with these Flexischools features.
Creating a new service
You can create additional services - whether they be one-off or ongoing. Here's how.
Additional support resource:
How do I create a new service?
Refund or cancel an order
Here's how to refund or cancel an order in the Supplier Portal.
Additional support resource:
Cancellations and refunds
Communicating with parents
Did you know you can contact parents via the Flexischools app? Here's how to post in the newsfeed, and how to send a push notification.
Additional support resource:
How do I use the communications feature to send updates to parents?
Step 5. Sign up for Level Up Webinars
Our Customer Onboarding team run regular webinars designed to help you make the most out of the Flexischools Supplier Portal. Be sure to check out our upcoming webinar schedule, and catch up on previous webinar recordings, too!
Does someone else take care of parent communications? Send them this link.