Standard Clubs FAQ

This article covers common questions regarding standard Clubs Arbor. If you cannot find an answer to your query here, check the dedicated Help Centre sections for these topics here.

Can we have reserve participants or a waiting list for Clubs?

No, it is not possible to have a reserve or waiting list for a club in case a student drops out. Once you have reached your maximum number of participants within a club, this will apply a cap to prevent more students from signing up.

Can we give parents the option to decline a club?

No, guardians cannot decline a club in Arbor. If a student is eligible for a club or a trip, it will appear in the Parent Portal as an available option, but guardians can ignore it if they do not want to sign their child up for it.

Can we set a maximum number of clubs that a student can sign up for?

No, it is not possible to set a cap on the amount of clubs that a student signs up for.

Can we create test clubs?

While it is possible to set up a test club or trip in Arbor, we strongly recommend against it as this can lead to incorrect data in your Arbor site, and can potentially block out calendars and timetables that should otherwise house lessons and other timetabled sessions.

Can parents pay for a club membership which takes place in the next academic year?

Yes, guardians can sign up and pay for a club taking place in the next academic year. The Parent Portal will display both messages of ''student is registered for this club'' and ''student can be registered for this club'', given that the payment was made in the current academic year.  

If a parent made an additional club payment in error when the student was already registered for the club, you can refund them by following this guide: Cancelling and Refunding Club memberships  

Can a club be overbooked despite having a maximum participant count set?

Yes, this situation can occur when guardians are trying to sign multiple students, such as siblings, to join a club at the same time, and there are only a few spots available. 

If a club is in high demand, the school might need to ask guardians to express their interest and then select specific students to participate in the club.