Got a question?
We have an answer.

We’ve outlined some of the most frequently asked questions below. Didn’t find the answer you’re looking for? Visit our help center or contact us directly for a personalized response.

About PTOffice

What exactly is PTOffice?

No matter your acronym (PTA, PTO, PTSA, PTG, Booster club, etc.), we created PTOffice as an all-in-one solution for busy school organizations. Meaning, from the time you import contacts to the first sign up or fundraiser created, we support your managing of members, fees, and more within a single application. No more are the days of handwritten notes, excel spreadsheets, missing binders, and web developer hold-ups. You’re in full control of your organization, and prepared for an easy transition at the end of every year.

How do I create my own PTOffice account?

We’ll give you 10 days – for FREE– to poke around and get comfortable using the application. When you’re ready, simply select your plan and update your billing information within settings and start your annual membership. Have questions while you’re getting setup? Drop us a line here.

Do I need to link my bank account in order to use it?

If you’re starting a free trial, we do not require a credit card or banking (ACH) information to get started. Once you feel comfortable, you can enter either of those and update your package to get started for the year.

Can other types of organizations use PTOffice?

The power of our application remains its flexibility and adaptation to a range of organizations or groups. PTOffice is currently used by church groups, non-profit entities, sports teams, and more.

Does PTOffice have a mobile application?

PTOffice has a FREE app in both the Apple and Android stores that an organization’s contacts can use to access things like the website, sign ups, stores and any online directories. All organization websites built with PTOffice’s Page Builder are mobile and user-friendly, but we also offer a mobile app for your end-user base.

Is it available in my country?

If you’re in the United States, then ‘yes.’ Visiting us from outside of the United States? We welcome you to learn more about the application, and subscribe for updates while we’re busy behind the scenes crafting a version that can be made available globally in the future.

In-App Features

Can PTOffice be used as a district-wide solution?

Yes! In fact, a parent who has multiple children at multiple schools only requires one login to PTOffice. From there, they can easily move between schools to access and manage their information for a specific school.

Can we still use a website address (domain) that we currently own or use?

Many of our customers own their own domain (ie. For that reason, we offer FREE domain mapping with your account. This means that you can cut the current hosting costs of your current site and only pay for your domain name (typically a fraction of the overall costs associated with owning your current website). PTOffice provides a full suite of web editing tools and even full site hosting – complete with a FREE SSL certificate (The security stuff you need to accept online payments securely).

How do I import my contacts?

PTOffice allows you to import unlimited contacts at any time, ensuring the system and your operations are up-to-date at all times. When signing up for an account — no matter the tier — we offer a FREE one-time contacts import to ensure you get started on the right foot.

Do you limit the number of contacts for an organization?

We understand that the number of contacts in your account can fluctuate over the course of a year. For this reason, all plans of PTOffice allow for an unlimited number of contacts to be imported into your account.

Do you limit the number of administrators on an account?

Once you have everyone in your account, we never limit the number of people you can turn into administrators. In fact, PTOffice allows you to assign different administrators different privileges within your account. So, for example: a Communications VP could only be given access to the Messenger and the Directory Coordinator could only be given access to the Directory Maker, if you so choose.

What are "custom fields" and how do I know if I need them?

Custom Fields are extra fields you would likely collect when someone signs up to a volunteer form or makes a purchase from your store. By default, PTOffice will always collect a first name, last name and email address, but, if you wish to collect other information like addresses, t-shirt sizes, or other information, then you would need a“Custom Field” – available in the PRO level subscription and higher.

What counts as a message send?

Each recipient who receives a message being sent from the Messenger counts as a message send. Therefore, if you were to send an email to 50 contacts, that would count as 50 sends. Both large and small PTOs and PTAs around the country use PTOffice. And 90 percent of our customers send between 10,000 and 70,000 messages a year. Hence, our PRO plan being our most popular subscription level.

How do you process online payments?

PTOffice allows you to connect to your very own payment processor (Stripe). Once connected, you will be able to accept credit card, check, and cash payments which, can increase your sales by over 30 percent and benefits your non-profit processing rates.

Does PTOffice charge any fees beyond my credit card processor?


PTOffice gives you the option to choose between two types of fees when selling items online with a credit card…

FREE OPTION WITH TIP – (most popular!): With this option, the purchaser will be presented with an optional “Tip Jar” at checkout. This tip is covered by the customer and does not come out of your profit. The tip amount is a transaction between the customer and PTOffice and is electronically directed to PTOffice. Don’t worry, if no one tips, PTOffice simply doesn’t receive any tips. You will not be responsible for “making up the difference” or anything like that. 🙂

4.9% PTOFFICE FEE: With this option, the Tip Jar will be removed and a required 4.9% processing fee will be applied at checkout. You have the option of adding this fee to your customer’s order (customer covers the cost) or having the fee removed from the amount received from the purchase (organization covers the cost). This portion of the charge is electronically directed to PTOffice.

Managing Your Account

What do you offer as far as support?

We understand that implementing new software can be daunting, which is why all organizations within PTOffice receive unlimited email support. For our PRO and ENTERPRISE customers, we also offer live (online) support sessions, as well as, phone support. And, although our support hours are Monday – Friday between 8:30am and 5:00pm MST, you’ll find that one of our PTOffice Crew Members will reply to support requests during off-hours, too. While you’re waiting, we’ve built a Help Center that offers useful articles to answer many of the most common questions.

How secure is the application?

PTOffice uses one of the world’s leading server farms to manage all data securely.

Data protection is essential in our line of work and we have multiple levels of protection to keep your information safe. Our protection is built in layers: First, at the server level (our server farm). Second, at the account level (your organization). And third, at the user level (your personal information). PTOffice also has a comprehensive backup system that maintains a global backup file every 24 hours and is in a different location than our main server farm. In English, this means we have your system covered and will always have a backup of all information.

Do you sell any information to third party retailers?

Absolutely not. Your privacy and security are extremely important to us.

PTOffice will never sell your contact information. If a contact chooses to register to PTOffice, we do add them to our customer email database for potential contact (ie. support requests, etc.), but we would never give anyone else this information.

Can I upgrade or downgrade my account when needed?

PTOffice was built to grow and evolve with your organization. You may choose to upgrade or downgrade your account at any time within the Account Settings area. Any downgrades will be applied as soon as the current subscription term expires.

How do I cancel my account?

We’d really hate to see you go, but if you must, we allow you to cancel at any time. Because, how lame would that be to make you stay if you’re unhappy?