How to create a school transaction code

A transaction code is a unique payment reference that parents and guardians use to send money directly to your school’s KiddyCash account. When a parent scans or enters the code — whether they’re paying school fees, a trip levy, or a uniform deposit — the funds are routed to the correct collection flow automatically. This guide walks you through creating one for the first time.

Before you start

Make sure you have:

  • An active school account on KiddyCash with a completed KYB (Know Your Business) verification
  • Administrator access to the Schools portal
  • The name and purpose of the payment you want to collect (for example, “Term 3 Fees – Nairobi Campus” or “Sports Day Levy – KES 500”)

If your account is still under review, transaction codes will not be available until verification is approved.

Step-by-step: creating a transaction code

  1. Sign in to the KiddyCash Schools portal and navigate to your school dashboard.

  2. Open the Transaction Codes section. In the left-hand menu, click Payments, then select Transaction Codes. You can also go there directly at https://schools.kiddy.cash/school/:school_id/transaction-code — replace :school_id with your school’s unique ID, visible in your browser’s address bar when you’re on the dashboard.

  3. Click “Create Transaction Code.” A setup form will open.

  4. Enter a code name. This is an internal label — parents won’t see it. Use something descriptive, like Term 1 2025 Fees or Uniform Fund – Junior Block.

  5. Set the payment amount. You can choose a fixed amount (for example, KES 12,500 for a flat fee) or leave it open so parents enter any amount — useful for voluntary contributions or top-ups.

  6. Select a collection flow. A collection flow defines what happens after payment: which wallet the funds land in, whether a receipt is sent automatically, and whether the payment triggers a badge or notification for the student. Choose from your existing flows or create a new one in the Collection Flows tab.

  7. Set an expiry (optional). If this code is for a one-time event — a school trip, a fundraiser — set an expiry date so the code stops accepting payments automatically after that date.

  8. Enable M-Pesa collection (if applicable). If your school is registered for M-Pesa integration, toggle Accept via M-Pesa to allow parents to pay using their mobile money wallets. This is particularly useful in areas where card payments are less common.

  9. Review and save. Check all the details, then click Create Code. Your transaction code is now live.

  10. Share the code. Download the generated QR code or copy the short code string. You can print it on fee notes, share it via your school’s WhatsApp group, or embed it in a parent communication email.

Tips for school administrators