School office
The answer is one search away, and it's the same answer everywhere.
Most of what a school office does with a system like this is look something up under pressure: which club did this child book, has that family paid, why hasn't this parent had the email. Rafyo is built around that. One search covers children, families, staff and clubs; every record has its own page and its own web address; and every change is written to an audit log with who made it, so a question about last Tuesday has an answer rather than a theory.
One search, then the record
Search once, from anywhere in the admin, across children, families, staff and clubs. Every result opens a record page at a real web address — so you can bookmark a child, open a family in a second tab, or send a colleague a link to the exact order being queried instead of describing how to find it.
Nobody is invisible
A family with no carer on record carries a red "No contact" badge, and you can filter the list down to just those — because a family that can receive no invite, no weekly email and no payment request used to look identical to one simply not invited yet. Archived families stay off the Billing page unless you ask for them.
Invites that reach people
Invite links last 30 days. When they lapse, "Send invites" lists everyone who hasn't joined, marks whose link expired and preselects them for a fresh send — no going one adult at a time. Families whose children have all left are marked "No current children" and left unticked, so a bulk send skips them.
Duplicates get merged, children get moved
The Families page spots likely-duplicate accounts and merges them, and you can move a child between families by hand when a household changes. The pickers are searchable by child, class, parent name or account number, and two families sharing a surname show their children's names so you can tell them apart.
Roles decide who sees what
Office staff, kitchen staff and super admins are roles you can edit. Kitchen staff see kitchen lists, orders and the club register — and nothing else. A named "Review dietary requests" capability owns the allergy approval queue and its alerts. Staff can protect their own account with an authenticator app.
Emails you can see before you send them
Every template previews as the parent will receive it — meal tables, the week-ahead digest, order lines with totals — using sample data rather than just the intro text. Edit the wording and watch the whole email update. A subject line can't contain pupil names; the page tells you why if you try.
A parent rings the office
Answered before they've finished asking.
A name gets you the child, the family, what they've booked and what they've paid. Not four tabs, a spreadsheet and someone who is out today.
Children
- Rowan P. · 4 SDL
Families
- Pryce · PRYC01
Clubs and products
- Rowing Club · Thu
The office year, in three parts
At the start of the year
Classes stay where they are. Set next year's dates and promote every child up a class in one click; year names are worked out from the start date so they can't drift. Promoting clears each class's teacher, so you assign them fresh rather than inheriting last year's by mistake. Children promoted off the top become leavers, on their own page, one click from being restored.
During the week
Add an ad-hoc meal for someone not on the sheet, including invited staff who haven't accepted yet. Book a child onto a club on their behalf — eligibility, day rules and cutoffs bypassed, capacity still enforced, and a refusal that names the full dates.
When something goes out
A payment request that reaches nobody stays open and names the families it couldn't reach. A message you write for parents appears where parents actually land, not only on the sign-in page they see once.
See a school day with Rafyo
A 20-minute walkthrough with a real menu, a real register and no slide deck.