Standard Clubs - Managing Participants

This is the final guide in our standard club setup series. It outlines the two main ways students can be added to the club: manually by the school's admin team or automatically by guardians through the Parent Portal or Parent App.

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

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

Signing Students Up for the Club

There are two ways for students to sign up for a club:

Option 1: Guardian Sign Up

If you use the Parent Portal and Parent App at your school, and you enabled guardian sign-up in the Membership Periods and Prices stage, guardians can sign their children up using the following instructions:

• Signing my child up for a Club on the Parent Portal or Parent App

Option 2: Manually Signing Students Up

The school's admin team can manually sign students up to the club. When doing this, you can:

• Record payments for the student immediately. Note: With this option, you can only log cash, cheque or bank transfer payments. Admins can't take card payments; you can only take card payments for standard clubs if you are signed in as a Guardian to the Portal or App.
• Sign the student up for the payment to be added later, either by parents via the Portal or App, or by admins (cash, cheque, and bank transfer only). Please note: This does not make the student a fully fledged club member, so they will not yet appear on the register. More on this here: Signing up a student as a Provisional Club Member without paying up front to pay later 

You can see how to do this here: Manually signing students up to a club.

Removing Participants

If a student needs to be removed from a club, this process must be done manually by the school's admin team.

To remove a student from a club session, you must cancel the membership that initially added them to the session. You cannot cancel memberships in bulk.

To do this: 

• Go to Club Participants on Club's Overview
• Find the student and the membership you need to cancel (the student may be listed multiple times, so refer to the Dates and Status columns to confirm you have the right one)
• Click on the student
• On the slide over, click Cancel club membership (or click on the specific session or period first, if there are multiple)
• Choose whether to refund the membership or not (use Advanced Options to refund nothing (set the refund amount to 0) or a custom amount)
• Click Proceed to the next step
• Tick the box to confirm and click Confirm Cancellation

FAQs and Further Reading

For more help managing your club, check out these articles:

• Can we make parents pay when signing their child up to a club?
• Can we change the price of a Club?
• How can I log more payments for a club?
• Parents can't sign up to and pay for the club
• Report on clubs and analyse club attendance and participation
• Taking attendance for a Club
• How can I charge students for a club after they've attended the session?

This concludes our series on setting up standard clubs!