Wraparound care clubs - Scheduling sessions (Breakfast and after-school clubs)

Customer Ops Team

December 05, 2025 13:49

This guide, the third in the Wraparound Care setup series, focuses on Scheduling Sessions and Defining Session Intervals. This key step determines the specific blocks of time your guardians can book their children into, which can then be priced differently.

This is the third guide in our series on setting up a Wraparound Care Club:

Schedule Sessions and Define Session Intervals

First, schedule the main session times for the club. Next, within each session, you need at least one interval to make it bookable.

You can picture your session start and end times as the times you open and close the door for students to attend the club on a given day. The intervals determine how much students get charged if they only attend part of that timeframe.

Please note that guardians can only book one session (or one session interval) for a club per day. This would also mean that if a guardian wants to sign up for another session or interval on the same day, this would need to be recorded by the school.

For example, if you have a club with sessions before and after school, guardians will only be able to sign up for one of them. In this scenario, you would need to set up a breakfast club and an after-school club.

Scheduling Sessions

Any sessions you schedule repeat weekly between the start and end dates you choose. If you need to plan a one-off, single-session, set the Effective end date to equal the Effective start date.

Head to the Sessions section
Click +Add to add sessions.
In the Club Sessions Setup section of the slide-over, choose the day(s) of the week you want to create sessions for (sessions are generated for days with ticked boxes)
Use the Term time only? to confirm if you want to create sessions during half-term, for example, too (untick to create sessions during academic holidays)
Set the start and end times for your sessions.

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.
Set the Effective start date and Effective end date for when the session repeats.
(Optional) Choose the Location (you can only select one room here)
(Optional) Add (a) Staff Member(s). 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 to sessions.

Defining Session Intervals

Next, go down to the Session Intervals Setup to add session intervals.

A session interval is a timeslot during the Wraparound Care Club session that a student can attend. You can set up as many intervals as needed during one session. The price guardians pay usually depends on the length of the session interval their child attends (you will define the exact pricing structure later)

For example, if your breakfast club runs from 7:00 AM to 9:00 AM, you might set up intervals:

Interval 1: 7:00 AM - 8:00 AM
Interval 2: 8:00 AM - 9:00 AM
Interval 3: 7:00 AM - 9:00 AM (The full session)

Important Information for Session Intervals

There must be at least one session interval defined.
If you only have one interval, set it to the same duration as the main session.
It is not possible to define session intervals that start earlier or end later than the main scheduled session.
If you do not add an interval covering the full length of the session, Arbor will create one for you, allowing guardians to sign up their kids for the entire session length if needed.

Adding Session Intervals Steps

Use the grey +Add button to add as many rows as you have intervals (use the Bin Icon to remove any rows if needed)
In the Interval Start Time fields, enter a time for each interval in the format MM:HH.
In the Interval End Time fields, enter a time for each interval in the format MM:HH.
Once you're satisfied, click 'Schedule club sessions' to confirm your choices.

You now see the sessions you have created in the Sessions section of the club's overview page.

Making Changes

After you've set up your sessions, you may need to make adjustments, such as changing the start time of a session or interval.

Before students start booking, you can edit the membership periods and timetable slots to adjust the effective dates as needed. However, once booking has started, some of the club setup becomes locked!

To start making changes, click on a session in the Sessions section of the club overview to open the Club Timetable Slot slide-over.

Session dates

By changing the session start or end date, you change the dates between which your sessions repeat on a weekly basis.

Changing session start and end dates

To change these dates, no students can be signed up for any sessions affected by the date change. Students who were manually added to a club session ad hoc without a membership will not show on the Club Participants page; these must be removed directly from the club sessions they were added to using this process.

On the slide-over, click Edit.
Change the Effective Start or End date
Click Save Changes

Adding additional sessions to extend the start or end date

If you're unable to remove already booked students from sessions but need to add more club sessions outside of your start and end dates, you can schedule additional sessions with the same intervals and prices to cover the missing timeframe.

Ensure these match what you have already set up on your existing sessions. Ensure that these additional sessions only cover the missing time span and don't overlap with your existing sessions.

Finally, set prices for your new intervals (discussed in the next guide). This is in addition to your existing prices for your previously existing intervals.

Changing session start and end times

By adjusting your session start and end times, you alter the overall duration the club is open during a session. Important things to note:

Changing your session times applies to all past and future sessions.
You can only change your session times if you have one session interval that spans the whole session and no other intervals (once that covers part of the session).

So, if you want to change your session times partway through the year and keep your past sessions or you are not able to delete partial session intervals because they have already been signed up for, you will need to:

Set an end date for your existing sessions instead
Then schedule new sessions and intervals with the new times to start after the old ones end.

To change the start or end time of your sessions:

Ensure you only have one session interval and that it spans the whole session (see Removing session intervals for guidance on removing intervals if needed)
Open the Club Timetable Slot slide-over
Click Edit
Change the Start or End time
Click Save Changes

Deleting Sessions

You can delete sessions in two ways: by deleting the Timetable Slot and by deleting an individual session. Deleting sessions is irreversible and removes students from the sessions and their associated attendance records.

Sessions can only be deleted if no students are assigned to the sessions you're deleting. If you have already started taking attendance and payments, we recommend ending your timetable slot by changing the end date instead of deleting sessions.

If you wish to remove students so you can delete sessions, see how to do this here: Cancelling and refunding breakfast club or after-school club memberships

Deleting the timetable slot (bulk delete sessions)

If you delete the timetable slot, it removes all sessions between your effective dates, both past and present. To do this:

Open the Club Timetable Slot slide-over
Click Delete timetable slot
On the next screen, confirm the deletion with Delete timetable slot

Deleting an individual session

If you want to delete a single session, for example, because it was cancelled due to unforeseen circumstances, or you decided to schedule all of your sessions for the year in one go and want to remove some so the available sessions fit your exact needs, you can, as long as no students are signed up to the session.

Open the Club Timetable Slot slide-over
On the slide over, click on the session you want to delete in the Sessions section.
On the next page (Session Overview), click Delete Session on the right.
On the pop-up, confirm the deletion with the red Delete button

Session Intervals

By adjusting your session intervals, you modify the timeframes within a session for which a student can sign up and be charged. Existing session intervals can only be edited or removed if they are not linked to a price and do not cover the entire length of the session. Please refer to the next guide in the series for instructions on removing existing prices.

Adding more session intervals

To add a session interval, it must be within the start and end times of the session itself, and the session interval must not already exist.

Open the Club Timetable Slot slide-over by clicking the repeating session
Click +Add in the Session Intervals section
Enter the start and end time of the interval
Click Save Changes

Changing session interval times

To change a session interval (if it does not cover the whole session and does not have a price set):

Open the Club Timetable Slot slide-over
Click the session interval you need to change
Change the Start/End time
Click Save Changes

Removing session intervals

Removing session intervals is irreversible; intervals removed in error need to be manually re-added. To remove a session interval (if it does not cover the whole session and does not have a price set):

Open the Club Timetable Slot slide-over
Click the session interval you need to delete
Click Delete session interval
Click Delete on the pop-up to confirm

Note on bulk editing wraparound care slots

It is possible to bulk edit Wraparound Care Timetable slots from School > Timetable > Timetable Administration > Timetable Slots, too. More on this here: Editing timetable slots in bulk

However, these pages do not display the same warnings as the Club Overview to stop you from deleting or editing sessions when students are assigned, or you have session intervals that cover parts of the session.

Editing or deleting slots from this page is more likely to result in lost attendance and booking information.

Therefore, it is advised to only make changes to your slots from the Club Overview page.

This concludes the third guide in our series. With your sessions and intervals scheduled, you can now define the financial side of the club: Wraparound care clubs - Setting prices (Breakfast and after-school clubs)

Wraparound care clubs - Scheduling sessions (Breakfast and after-school clubs)