Wraparound Care Clubs - Membership Options (Breakfast and after-school clubs)

This guide, the fifth in the Wraparound Care setup series, focuses on Step 4: Setting Up Membership Options. This determines how students can be signed up for the club, whether by booking individual sessions or by signing up for memberships covering multiple sessions, so that they can sign up for a whole period in one go.

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

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

Prerequisites

• You must have already completed the previous steps in this series, including Setting Accounting Details and Prices.

Setting Up Membership Options

The membership option determines the payment and booking structure for your club and when parents can sign up.

What kinds of memberships should I set up

So that parents don't have to book each day separately, you can add different membership periods - select from day, week, month, term or year. The available dates determine which sessions are available to book with the membership.

• If you want parents to be able to select specific sessions, set up a daily membership period.
• If you want parents to sign up and pay for sessions in bulk, set up a weekly/monthly/termly/yearly membership period.
• You can set up both types if you want to give parents either option, but please note parents can't purchase a termly/weekly/monthly period if they've already purchased a daily session that falls in that term/week/month's date range.

Defining when guardians can sign up

Unlike admins, who can manage bookings at any time, you need to specify when students can be signed up via the Parent Portal or App for each membership. 

This means you can set up different rules and cut-offs for other memberships. For example, you might allow parents to sign up for daily memberships at any point and with a negative account balance, but require parents to sign up with 48 hours' notice and a sufficient account balance to sign their child up for a whole week.

You can define:

• Sign-up opens - This is when guardians of students eligible for the club can start booking sessions on the Parent Portal and Parent App. Before that date and time, only admins can make bookings. Arbor won’t automatically email parents to tell them they can sign up once the sign-up opens, so you would need to let them know via email, SMS or in-app message.
  
  Leave this field empty to disable sign-up for guardians if you want to sign pupils up manually.
   

• Sign-up cut-off period and time - Your signup cut-off is the last time a parent can book a session with a specific membership. For example, if you have a daily membership, you might set the cut-off as 24 hours in advance, but you might set a longer cut-off for a weekly membership to ensure these get booked before the start of the weekend.

  To set a cut-off, you combine a period of time and a number. For example, by combining the 'hour' period with the number 72 to set a cut -off of three days. 
   

  • Sign-up cut-off period - This is the unit of time - hours, days or weeks - that you want to use to set your cut-off. 
     
  • Sign-up cut-off time - This is the number of units of time - e.g 6 hours, 8 days, or 1 week - before a session guardians must book by.
     
• Allow sign-up if not enough balance? - As wraparound care clubs use top-up accounts, it is possible to go into debt. You can choose whether this is allowed when signing up to the club, if signing up would take the balance below 0.
   
• Ask guardians whether student will have meals? - Choose whether parents can decide if their child will have a meal during the club (only available if you specified that meals will be provided in your Club Details).

The steps

1. Head to the Membership Options section of the club's overview

2. Click the green +Add button

3. On the slide-over, use the Membership Period Details section to set:
    

   • The Period of the membership

   • The Membership name. Use this field to label the membership type you are creating. This is visible to parents, too.
     
     For example, if you have one Termly type membership for the whole year, this can simply be 'Term'. If you have a different membership price for each term, create three membership periods can call them 'Autumn Term', 'Spring Term', and 'Summer Term'. 
      

   • The Availability from and untill dates. These are the dates between which sessions can fall within the membership. 

     For example, if your membership period is Available from September 1st to December 31st, only sessions scheduled between these dates can be booked with this membership. In this example, if you have a weekly membership, this means parents and admins will be able to book a student for the club one week at a time for each calendar week for the first term of the year. They won't be able to make weekly bookings with this same membership option for the next term, this would require a separate membership option or the extension of the Untill date.
      

4. Next, set if and when you want guardians to be able to sign up via the Portal/App in the Guardian Sign-Up Setup section. Leave the Sign-up opens dates and times empty if you do not want parents to be able to sign up.
5. Click Add membership period to confirm your choices

Viewing membership options and making changes

Once you've set up your membership periods, you can view and edit them from the Membership Periods section by clicking on them and making changes on the slide over.

If a booking has already been made with a certain membership period, you are not able to change the start and end dates of the membership period or delete the membership period. 

This concludes the fifth guide in our series. With the booking options defined, the final setup step is to manage the students enrolled in your club: Wraparound care clubs - Managing participants (Breakfast and after-school clubs)