Wraparound care clubs - Managing participants (Breakfast and after-school clubs)

This final guide in the Wraparound Care setup series outlines Step 5: Managing Participants. This includes how students get signed up for the club—either manually by school staff or through guardian booking—and how to handle administrative tasks like removing a student.

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

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

Viewing participants

Within the club overview, you have two main options to view the club's participants. Both are accessed from the left-hand menu.

• Click Club Participants from the left-hand menu to view all the students that the club is open to, their account balance, and how many sessions they've signed up for and attended. 

  Students who are eligible for the club show in the table regardless of whether they have signed up for a session or not. Click on a student to see more details about the sessions they have signed up for. Please note: only sessions linked to a club membership show in the slide-over. If a student has been added to a session from the session page, this will not show in Club Participants.

• Click Club Daily Summary from the left-hand menu, select the day you want to look at and click Change date to view all the students who are signed up to the club on that day, and their attendance mark. Any students who are signed up for that day's session will show in the list, regardless of whether they were added with a membership or not.

Viewing a specific club session page

If you need to access a club session page as an admin and you do not have the club as a calendar event to click on, you can use these steps to access a specific session:

1. Head to your club's Overview page via School > Activities > Clubs 
2. Scroll to the Sessions section and click on the relevant timeslot (for example, Monday 07:00-08:30, Between 01 Sep and 31 Aug)
3. On the slide over, scroll down to the Sessions section
   
4. Click on the session you want to view to to be taken to the session page

Signing Students Up for the Club

How students can be signed up depends on the Membership Options you set up in the previous step.

Option 1: Guardian Booking

This option is only available depending on your Membership Period settings and on whether you have Clubs switched on under Students > Parents & Guardians > Parent Portal Settings. More on the latter here: Parent Portal and Parent App Settings

If you chose to enter a Sign-up opens date and time when creating a membership period, this period can be booked via the Parent Portal or App by guardians of students eligible for the club until the Sign-up cutoff time for that membership option.

Guardians can sign their child up for sessions by clicking into the Clubs area on the Portal or App and selecting the club. They can then top up their account (for paid clubs) and register.

You can see how guardians can sign their children up here: Signing my child up for a Breakfast or After-School Club on the Parent Portal or Parent App

Option 2: Manually Signing Students Up (Admin Only)

Regardless of your Membership Periods' settings, school staff can manually sign students up to the club. If you want Admins to be able to sign up students with memberships or for multiple sessions at once, please ensure you set up membership periods.

You can see school staff sign students up here: Manually signing students up to a breakfast or after-school club

Removing Participants

If a student needs to be removed from a Wraparound Care Club, this must be done by the school's admin team. You can see how to manage this here: Cancelling and refunding breakfast club or after-school club memberships

This concludes the setup portion of our Wraparound Care Club Setup series. The final guide in this series covers frequently asked questions and further reading: Wraparound care clubs - FAQs and further reading (Breakfast and after-school clubs)