Use this when... you need TuitionFlow to connect with external services for payments, accounting, calendars, communication, or other operational workflows.

Before you start... use an owner or admin account for the external service, confirm you have permission to connect it, and make sure you understand what data will be shared. Never paste live secret keys into notes, messages, screenshots, or support articles.

Use Integrations settings to connect payment, accounting, calendar, and workflow tools.

Integrations affect real operational data. Stripe can affect payment collection and payouts. QuickBooks can affect accounting records. Calendar integrations can affect tutor or admin scheduling. Treat setup as a controlled admin task, not a quick experiment during a busy working day.

Go to Settings, then Integrations. Review which services are available, which are already connected, and whether any connection needs attention.

Integrations sit inside organisation settings alongside billing, branding, and policies.

Choose the integration and follow the connection flow. Sign in to the external service using the correct business account. Review permissions before accepting. If the provider asks for scopes or access, make sure they match the workflow you intend to enable.

After connecting, review settings such as account mapping, calendar selection, sync direction, invoice or payment behaviour, and notification options. Do not assume the default is right for your business.

Use a safe test record or a narrow live case you can verify. For payments, confirm invoice and payment status. For accounting, confirm the correct customer, account, tax, or item mapping. For calendars, confirm the event appears in the expected calendar and time zone.

The connection fails: check external account permissions, browser pop-up blockers, and whether the external service requires additional verification.

Data syncs to the wrong place: review mapping settings and disconnect/reconnect only if needed. Avoid deleting external data unless you understand the impact.

Payments or invoices are not updating: check the payment provider status, webhook or sync health where available, and whether the invoice was created before the integration was connected.

Only owners or trusted admins should connect integrations. Remove access when staff leave. Review connected accounts periodically. Keep live keys and provider dashboards out of screenshots and help articles. If an integration has been connected to the wrong external account, pause affected workflows until the impact is understood.

Every integration should have an owner. The owner does not need to fix every technical problem, but they should know what the integration does, who uses it, and what to check when something looks wrong. Record this ownership in your internal process so errors do not sit unnoticed.

Disconnect an integration only when you understand the effect. Removing a payment, accounting, or calendar connection can stop syncs and leave records in a partial state. If the wrong account was connected, document what happened before reconnecting the correct one.

Only connect services that your organisation has approved. Check whether personal data, financial data, calendar details, or student information will leave TuitionFlow. If you are unsure, ask the organisation owner or data protection lead before enabling sync.

Keep a lightweight record of integration changes: connection date, connected account, owner, main settings, and test result. This is especially useful when finance, operations, and teaching teams all depend on the same connection but only one admin manages it.

Review connected integrations at least once a term, after major setup changes, or whenever staff roles change. Confirm the connected account still belongs to the business, the owner is still current, and recent sync activity looks healthy.

After an integration is connected and tested, document who owns it, what it syncs, and how your team should handle errors. Revisit the setup after major billing, accounting, or scheduling policy changes.