Frequently Asked Questions

What is Cashless Catering?

As the name suggests, the implementation of a Cashless Catering system removes the vast majority of cash transactions from the school. Students have their fingerprint taken, or are issued with a card, which acts as their unique "SmartPass" identifier. This SmartPass is then loaded with cash at either an Account Loader or online using Parent Pay. When purchasing a meal from the canteen, the student presents their SmartPass to a reader at the counter. This will access the student's account and debit the appropriate amount.

Why use Cashless Catering?

The implementation of a Cashless system has many benefits to the school, the students and parents:

• Offers an alternative to carrying cash
• Cuts queuing time by up to 50%
• Helps prevent bullying
• Removes the stigma of free school meals
• Promotes healthy eating
• Increases the school's catering income
• Parental engagement and reporting

How does it work?

EasyTrace Cashless Catering works with the school's choice of SmartPass (card or fingerprint) and uses electronic Point of Sale (POS) units that are programmed with a simple user interface and a menu of every item that the canteen sells. Rather than carrying cash, money is paid into a virtual "purse"; either online or through an Account Loader in the building. All members of the school community have a SmartPass that they use to buy food and drink. When a person goes up to the POS with their selection, they present their SmartPass at a "reader" and money is deducted from their account. Once a transaction has been processed, it is recorded by the EasyTrace software. Management reports can then be generated easily from the many transactions which happen in a specified period.

How is money credited to a user account online?

Your child's account can be credited online using Parent Pay online payment service. For more information please visit www.parentpay.com and click on the "Parents" tab.

How is money credited to a user account through an Account Loader?

A student presents their SmartPass to the account loader. The LCD display on the account loader displays their name and current balance. The student inserts into the coin/notes slots the money that they wish to be credited to their account. Users who have multiple accounts are able to select which account they wish to credit. The money is automatically credited to the user's account and the student removes their SmartPass.

What if a student loses or forgets their card?

The card is immediately disabled and a temporary replacement is issued. Each card holds no value - the money is held on the central database. If someone attempts to use a disabled card, the system rejects it as an invalid card.

What happens if a student tries to purchase their food and there is no money in the account?

Students are responsible for checking their balance before going to get their lunch. The system will not allow students to go overdrawn at the till, so it is important that students check beforehand.

Can parents still pay by cheque?

Yes, you can still pay by cheque or cash in the school's administration office as before. The school then credits the child's account.

Can parents get a report on what their child spent money on?

EasyTrace have a number of built in reports including a record of all transactions. Parents can ask the school for a report of their child's transaction history & eating history.

How does this affect students who have free school meals?

Eligible students will still receive their Free School Meals Entitlement. The Cashless Catering system automatically loads the Free School Meals allowance on to their account each day; the student simply has to go to a till and purchase lunch in the same way as other students. This way the Cashless Catering System provides anonymity for students taking free school meals. This removes the stigma around free school meals and minimises the risk of bullying. Students who are entitled to Free School Meals can also top up their accounts with additional funds if they wish to purchase items over the value of the Free Schools Meals Entitlement or when the entitlement does not apply (such as break times).

Can students mix and match between canteen meals and packed lunches?

Yes, your child can still have a packed lunch at any time and the money in their account will be available for the next time that they eat in the school canteen.

What data is kept on the SmartPass identifier?

The student's SmartPass is used as the unique identifier (i.e. the mechanism for identifying the user and accessing their records from the back-end school database). All personal and account balance information is held on the database and not on the SmartPass, ensuring that the students' money and details are safe even if the card is lost.