Standard Clubs - Scheduling Sessions

This guide, part of the standard club setup series, explains how to schedule sessions for your new club. You can set up sessions that repeat weekly (Weekly Sessions) or one-off dates (Single Session(s)).

This is the third guide in our series on setting up a standard club:

• Introduction 
• Adding a Club
• Scheduling sessions (You are here)
• Prices and memberships
• Managing participants 
   

Important Note on Multiple Sessions

If you schedule more than one session on the same day, they will count as two separate sessions that a guardian can book and sign up for.

If you only want certain guardians to be able to book one time slot, set up two separate clubs, one for each time, with different eligible students for each.
 

Adding Sessions

To begin scheduling, navigate back to your club's profile.

1. Click on +Add in the Sessions box.
2. You will be asked, 'What would you like to do?'
3. Choose whether you want to Schedule Weekly Sessions or Schedule Single Session(s).

Scheduling Weekly Sessions

Choose this option if your club repeats on a weekly basis, e.g., every Monday, or every day during term time.

1. Choose the day(s) of the week you'd like to schedule the club sessions
2. Choose whether to run the sessions during Term Time Only using the tick box. If you tick this box, sessions will not be created during academic holidays (like half-term).

3. Enter the start time and end time of each session. 

   These times are applied to every day of the week you select. If your club sessions repeat weekly with different start/end times each day, schedule them separately by repeating these steps.

4. Enter the dates they run between: the Effective start date and the Effective end date.
5. (Optional) Select the Location (you can only select one room here) 
6. (Optional) Add Staff Member(s) to the club sessions. This lets you choose which staff members see the session on their schedule and who can take the register if they're not club leads. If you leave this blank, the club's designated lead(s) will be assigned. 
7. When ready, click Save Changes to schedule the sessions

Scheduling Single Sessions

Choose this option if the club's dates and times do not repeat on a weekly basis, or if you need to schedule a one-time session. 
 

Note: it is harder to make changes to single sessions, compared to those scheduled to repeat weekly. If you need to change the times and dates of the session or the staff assigned, consider scheduling this as a repeating session with the same start and end date instead.

1. You will see a table where you can enter the information for the sessions you'd like to schedule.
   • Each row represents a different session
   • Use the grey +Add button to add lines
   • Use the Bin icon to the right of rows to remove lines
2. In the table, enter the Date, Start Time, End Time, Location, and Staff Member (you can only select one with this method) for the session(s).
3. Click Save to schedule the sessions.
    

Managing Scheduled Sessions

You can review all the sessions you've created from the Sessions section on the Club page.

Managing Weekly Session Details

Sessions scheduled to repeat weekly are listed under the "Weekly Sessions" heading in the Sessions section.

Click on one of these repeating club timetable slots to do any of the following on a slide-over:

• See further details on the sessions
• View a list of scheduled sessions, and click on a session to access its specific overview page.
• Use the grey Add new staff to timetable slot button to assign new staff to sessions, or click on a staff member in the Staff section to change the dates they're assigned or to delete them completely.
• Click Edit in the top-right corner to:
  • Change the dates and times of the sessions; this will apply to all of the listed sessions (Note: if students are already registered for sessions, you cannot change the dates to exclude those sessions unless you remove the students from the sessions first)
  • Change the location of the listed session
  • Change the dates between which the sessions repeat (the Effective Dates)
  • Entirely delete the sessions using the Delete Timetable Slot button (this action is irreversible and will delete session attendance, so exercise extreme caution). This does not automatically cancel or refund club memberships.

Managing Single Session Details

Stand-alone sessions are listed under the "Single Sessions" heading in the Sessions section. Click the "+" next to "Single Sessions" to expand the list.

As these sessions are not tied to timetable slots, clicking one of these sessions takes you through to the Session Overview page. 

For such sessions, you can:

• Add additional staff to the sessions (the +Add button)
• Change the name of the session (click the Session Name)
• Change the location (click Location)
• Delete the session completely if no students are registered (Delete session) 

It is not possible to:

• Change the times and dates of these sessions
• Remove staff from the session

You would need to delete and re-add the session with the correct times or staff instead.

This concludes part three of our series. With your club sessions scheduled, you can now set up the pricing and how guardians can book.