Adding More Than One District

• If you are on the Free plan, you will be required to upgrade before adding more than one district.

• If you are on the Professional plan, you have unlimited districts. Select Add District and onboard the district as you did your first district.

What if I need an invoice by student/family instead of district?

• District is synonymous with Client.

• Name the district using a customized client name and assign the student to that district.

  • Example: Brown Family.

  • Student name would be Stephanie Brown.

• The invoice does not state District; it only displays the client name entered.

What if I have a family, attorney, or other client that is not a district?

• District is synonymous with Client.

• Create the district using the name you would use for that client.

Archiving Districts

• Districts cannot be deleted after creation.

• To archive a district, open the district detail page, select Edit, and change District Status from Active to Archived.

  • Archived districts and their students will no longer appear as options for logging or invoicing.

  • If restored to Active, the district and students become available again.

Editing Districts

• District names and addresses can be edited under My Districts.

• Service types can be edited but cannot be deleted.

• Districts cannot be deleted; they may only be archived.

District Disappeared

• Districts are not deleted.

• Check Archived Districts or review District Status under Edit.

• To find all logs for a district, go to My Service Logs and organize by District under View By.

General Rules

• Service Type appears rate per hour and totals are shown on invoice.

• Rates may be hourly or flat rate.

Flat Rate Services

• Flat rates may be daily, weekly, or monthly.

• Flat-rate services are attached to one service date.

  • For weekly or monthly services, select one representative date and document the covered services in the description.

• Flat-rate services bill the full flat amount for each logging event.

Hourly Services

• Hourly services are billed by the minute logged.

  • Example: $60/hour and 23 minutes logged results in a $23 charge.

Adding Service Types and Rates

• Navigate to My Districts and open the district/client record.

• Add service types and rates from the district detail page.

• If a service type is not listed, select Other to create a custom service type.

Rate Changes and Historical Data

• Rates may be changed at any time.

• Invoices use the live data in the system at the time the invoice is generated, not historical rates.

• If you need a historical record, export a CSV file before changing rates, student information, or district information.

Multiple Rates for Similar Services

• Standard service types may only be used once per district/client.

• If multiple rates are needed for similar services, use Other to create custom service types.

Adding Students

• Navigate to My Students and select Add Student.

• Select the student's district/client.

• Free accounts support up to 3 students.

• Professional accounts include unlimited students.

Archiving Students

• Students cannot be deleted.

• Students may be archived by editing the student record and changing Student Status to Archived.

• Archived students will not appear for logging or invoicing.

Editing Students

• Students may be edited at any time.

• Invoices use the live data in the system at the time they are generated.

Student Disappeared

• Students are not deleted.

• Check Archived Students and review Student Status.

Adding Logs

• Navigate to My Service Logs and select Add Log.

• You must select a student before service types appear because service options depend on the student's district.

• District is assigned automatically.

• Required fields are Student, Service Type, Date of Service, and Duration.

Notes and Voice Dictation

• Notes are optional.

• Use the microphone icon to dictate notes.

• Transcribed notes may be edited.

Voiding Logs

• Logs cannot be deleted but may be voided.

• Open the log, select Edit, and change Log Status to Voided.

• Voiding is the equivalent of deleting a log. Voided logs remain in the system but will not appear on invoices.

Editing Logs

• Logs may be edited at any time.

• Invoices use the live data in the system at the time they are generated.

Logs Disappeared

• Logs are not deleted.

• Review Voided Logs and Log Status if a log appears missing.

Organizing Logs

• Logs can be organized by District, Student, or Date.

• You may also review archived or voided logs.

Fields Not Populating

• Contact connect@empoweredsped.com.

Source of Truth

• Logs are the source of truth for all invoice data.

• If data changes after an invoice has been generated, the invoice must be regenerated to reflect those updates.

Generating Invoices

• Invoices are generated by selecting a district/client and selecting any date within the desired invoice month.

• All logs for that district during the selected month are included.

Student-Specific Invoices

• If you need student-specific billing, create separate district/client records or use a naming convention that identifies the student.

Invoice Contents

• Invoices include business name, client name, invoice date, service period, invoice number, invoice total, signature line, printed name, signature date, and service log details.

• Service log details include student, date of service, service type, rate type, duration, rate, and total amount.

Invoice Number

• Invoice numbers are formatted as INV-[year]-[month]-[district name].

Editing Invoices

• Invoices cannot be edited directly.

• Correct the source data and regenerate the invoice.

Archived Records and Invoices

• Archived districts cannot be invoiced unless restored to Active status.

• Archived students do not appear on invoices.

• Voided logs do not appear on invoices.

Downloading Invoices

• Invoices expire after 1 hour and should be downloaded immediately.

• If an invoice expires, regenerate it from the source data.

Invoice Storage

• Invoices are not permanently stored.

• Save downloaded PDFs for long-term recordkeeping.

• CSV exports are available from User Profile.

Date Selection

• Select any date within the invoice month.

• The invoice includes all eligible records for that month.

CSV Exports

• Navigate to User Profile and select Generate CSV File.

• CSV exports reflect the current live data in the system.

PDF Exports

• Invoices are generated as PDF files.

Upgrading Accounts

• Professional accounts provide unlimited districts and students.

• Archived districts and students still count toward subscription limits.

Email Requirements

• The same email used to sign up for EmpowerEd SPED must also be used for Stripe billing.

Billing

• EmpowerEd SPED is billed monthly through Stripe.

• Billing occurs on the original purchase date and repeats on the same day each month.

Cancellation

• Subscriptions may be canceled through Stripe.

• Cancellation must occur before the next renewal date.

Profile Management

• Business information used on invoices can be edited from User Profile.

Data Exports

• District, student, and log data can be exported as CSV files from User Profile.

Mobile App Installation

• Installing on iPhone

  • Open the app link in Safari.

  • Use Share > View More > Add to Home Screen.

  • Enable Open as Web App if available.

• Installing on Android

  • Open the app link in Chrome.

  • Tap the Menu (⋮) button.

  • Select Install App or Add to Home Screen.

  • Confirm by tapping Install or Add.

  • The app icon will appear on your home screen.

Recommendation

• Initial setup is recommended on a desktop or tablet.

Need Help?

• Contact connect@empoweredsped.com for additional assistance. description