Wraparound care clubs - Setting prices (Breakfast and after-school clubs)

This guide, the fourth in the Wraparound Care setup series, outlines Step 3: Setting the Accounting Details and Prices for your club. This is a critical step where you can define how the club appear in your payment records, which customer account type is used to pay for the club and set the specific prices for the different session intervals you created.

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

• Introduction
• Adding the club 
• Scheduling sessions 
• Setting prices (You are here)
• Membership options
• Managing participants
• FAQs and further reading

Prerequisites

• You must have the Finance: Administer permission to make changes to wrap-around club prices and accounting details

• You must have already completed the previous steps, including Adding the club and Defining Session Intervals.

Setting Accounting Details

This step defines how the income from the club will be recorded in your school's accounts and which account type payments for the club are taken from. 

For example, you may want parents to be able to top up a specific pot of money (the customer account type) to pay for their child's participation. 

Or, you might want to set an accounting code to differentiate payments and invoices for this specific club from payments for other clubs using the same customer account type if you have both a Breakfast and an Afterschool club, for example.

Before you get started

First, please check whether your school has Card payments set up on your site. 

• Schools that do not have card payments enabled do not need to fill in this section.
• Schools that have enabled card payments need to make sure accounting details are specified, even if you are setting up a free club.

The accounting details settings

In the Accounting Details section, you can set the following:

• Customer account type - The prepayment customer account type will be used for this particular wraparound care club. 
  • We recommend using your Voucher account so you have the option to accommodate childcare support in voucher form. 
  • If you don't see the account type you need, you can set up a new Customer Account Type. 
  • Do not leave this blank if you have payments set up, otherwise, you won't be able to take payments or take any bookings, even if the club is free.

• Accounting code - leave this field empty to use the default accounting code for the Customer account type. 
  • If you enter a custom code, this will show on invoices relating to the club
  • Please note: even if you add a different accounting code here, top-ups will only show with the default accounting code for the account type. You'd need to add a new Customer account type and select it here to set a unique accounting code. 
     
• Whether to charge students based on their attendance. 
  • If you select Yes, students will be charged if they are marked in the wraparound care club register as present or late. 
    • Note: Changing this setting from No to Yes if students have already booked (both past and future bookings) does not reverse the original charge for those students.
  • If you select No, students will be charged for whichever wraparound care clubs they book, whether they attend or not. This creates invoices for all club sessions at the point of booking, and for future club sessions already booked but not yet charged.
    • Note: Changing this from Yes to No does not create invoices for past club sessions where a student was booked but not marked as Present or Late
       

The steps

1. Go to the Accounting Details section of the club's overview page

2. Click on one of the options (e.g. Customer Account Types) to open a slide-over 

3. On the slide-over, use the dropdowns to manage your accounting details. 

4. Click Set accounting details to confirm

5. On the pop-up, click Set accounting details again

Setting Prices for Session Intervals

Now that you have defined when students get charged (Based on attendance Yes/No), which account they get charged on (Customer Account Type) and how club invoices appear in your reconciliation (Accounting Code), it's time to define the prices of your sessions and intervals so that students get charged the right amount based on:

• The specific interval they book so that you can charge differently for partial sessions

• The student group they are a part of, so that you can offer discounts 

Before you get started

First, please check whether your school has Card payments set up on your site. 

• Schools that do not have card payments enabled do not need to fill in this section.
• Schools that have enabled card payments need to make sure prices are specified, even if you are setting up a free club (in which case you set the price to £0)

How many prices should we set?

You need to add a price for each session interval. If no price is defined for a session interval, it is not bookable. 

As you can set different prices for different student groups, please also make sure you set prices so they cover all of the students you want to be able to book. If a student is not in a student group with a price for a given session interval, that student will not be able to book.

So, if you have a club that runs 5 days a week and each session has two distinct intervals, at a minimum, you will need to set 10 prices (one for each interval on each day). You need to do this even if the club is free.

If you offer discounts or alternative rates to certain student groups, you need to define these for each interval you offer the discount on. So, using the same example, that is a total of 20 prices.

Note: It isn't possible to define different prices for the same student group in the same interval. For example, if there is already a price for Year 7 for Monday 9:00-9:30, you can't create another price for Year 7 for Monday 9:00-9:30.

Adding prices

1. Head to the Club Prices section of your Club's Overview

2. Click the green +Add button to open the Wraparound Childcare Club Price Setup page
   
   

   On this page, you see a table with columns for:
    

   • Group / Student - The student or group the price applies to. 
   • Club Session Interval - The weekday and session interval on that day for which a price is set
   • Price Excl. VAT - How much students get charged. For free clubs, you set this to £0.
   • VAT Rate - The rate of VAT that gets calculated and charged on top of the price (typically 0%)
      

   Each row in this table corresponds to a price for a student or group. Students who have multiple prices set will get the best available price applied. For example, if you offer a standard rate of £10 for all students and a Pupil Premium rate of £5, students who are Pupil Premium at the time of the session will only be charged the lower rate, even though they are in both groups.

3. Click the grey +Add button in the bottom-left corner of the table to add more rows (one for each price you need)
   
   To remove rows, click the grey Bin icon to the right of a row.

4. Use the Group/Student dropdown to select who the price applies to. You can scroll through the options to find the one you need or start typing what you're looking for to narrow down the list.
   
   You can:

   • Set the dropdown to the current academic year/the top option (e.g. 2025/2026) if you want it to apply to all enrolled students eligible for the club. 
     • Do not worry, setting this to all enrolled does not make all students enrolled this year eligible for the club, so if you set Year 7 as the only students eligible when Entering the Club's Details (see the second guide in the series), selecting the whole academic year here does not make the rest of the school eligible for the club too.
   • Set the dropdown to specific student groups, like: Year Groups, Registration Forms, Courses or Custom Groups.
   • Set the dropdown to a specific student to set a unique price for an individual

   Note: It is not possible to select multiple options in the dropdown per row. If you have two distinct student groups that both need the same price, you either need a row for each group or you need to set up a Custom Group containing the students from both groups so you can select this instead.

   
    

5. Use the next dropdown to select the Club Session Interval the price applies to
6. Click the Pencil icon in the Price Excl. VAT field to enter a price (if your club is free or you do not charge a specific student or group, set this to £0)
7. Use the VAT Rate dropdown to specify any tax added to the price. Even if the price is exempt, make sure to fill this in.
8. Repeat steps 4 through 7 untill you have set prices for each session interval and student/group you need.
9. Click Save Prices to confirm your choices

Top Tip: If you have many prices to fill in, you can highlight cells you want to set with the same values and use the green Bulk Action button to apply the same value to all in one go. You can also highlight cells to copy and paste them with a right click.

Important note on prices for key stages

When prices are only added for different Key Stages, you'll see an error when signing students up. We recommend setting up prices for Year Groups instead if there are different prices per key stage.

Seeing and editing existing prices

Once you add a new price, you'll see the price listed in the Club Prices section of the club's overview.

Click on a price to change it or who it applies to on the slide-over or to delete the price completely.

Note: Changing club prices or deleting them completely does not remove or change invoices for students who have already been charged for the club.

Find more on changing Wraparound Care Club prices here: Can we change the price of a Wraparound Care Club?

This concludes the fourth guide in the series. With the club sessions and prices set, you now need to define the booking options for Admins and guardians by setting up Membership Periods and cut-off times: Wraparound Care Clubs - Membership Options (Breakfast and after-school clubs)