This is the final guide in our series on setting up Wraparound Care Clubs in Arbor. This guide covers frequently asked questions, things to note and provides links to further reading.
This is the seventh 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
- FAQs and further reading (You are here)
FAQs
Can we change the club's dates?
Before students have started booking, you can edit the membership periods and timetable slots to adjust their effective dates.
However, once booking has started, some of the club setup becomes locked! An example of this is when multiple session intervals are set up, that cover different parts of the timetable slot for a given day. If you have this, you cannot edit the timetable slot once students have begun booking.
You may see a banner like the one below; however, we don't recommend removing the session intervals as students are already booked on.
Instead, you'll need to add an extra day to your club.
First, schedule your additional sessions. See the Scheduling sessions in this series for instructions on adding sessions.
You'll need to set up new intervals for these sessions, too! Make sure these match what you have already got set up on your existing sessions. Make sure these additional sessions only cover the missing time span - don't overlap them with your existing sessions!
Finally, set prices for your new intervals. This is in addition to your existing prices for your previously existing intervals. See the fourth guide in this series, Setting prices.
What if we change the Charge students based on attendance mark setting?
If you change this setting from yes to no, or from no to yes, this setting will not be backdated. Only students who are enrolled in a session after the change are charged based on attendance mark, so previous invoices will not be changed.
Can we change or remove the customer account type?
You can remove or change the account before you start taking payments. Once at least one student is signed up for a future session of this club or at least one price is defined for this club, you won't be able to remove the account.
Can guardians pay with a voucher?
Yes, you can see how to set up and manage this here: Making and managing payments for Wraparound Care using vouchers
Please note that if your school has Allow sign-up if not enough balance set to No, don't allow sign-up in your Membership Period club settings, this will determine whether guardians can sign up.
- For students where voucher payments are set to Yes, guardians will still be able to sign their children up via the Parent Portal and Parent App, even if they do not have enough balance. This is so they are still able to book if your school hasn't added the latest voucher top up (as shown in the example below).
- For students where voucher payments are set to No, guardians will be asked to top up their account balance before they are able to book onto the club if they do not have enough balance.
Can you sign students up as a provisional club member?
No, this isn't possible. Because payments are taken from a top-up account rather than during signup for guardians, it is not possible to sign students up to pay later.
Do guardians need to provide consent?
No, guardians do not need to consent. It is not possible to request consent using wraparound care clubs.
How many invoices are raised?
One invoice is raised for every session interval the student is signed up for. For example, if a student is signed up for one session for two session intervals (e.g. 9-9:30 and 9:30 - 10) - then two invoices will be raised.
Can applicants for next year sign up?
See how to add students who will be attending next year here: Custom Group for Clubs next year
How do I add a Wraparound Club session to a staff member's calendar?
Staff members will have all Wraparound Club sessions recorded on their calendar if they are the Club Lead, but to add an individual club session to a staff member's calendar, you can follow these steps:
- Go to School > Activities > Clubs and click into the Wraparound Care club
- Click on the relevant session (e.g. Monday) and then click the specific session you want to add the staff member to
- Click the +Add button in the Staff section of the session page, and select the staff member
- Click Save Changes.
How do Wraparound Care clubs show in calendars?
The calendar event will span the whole session. Hover over the event to see the actual session times.
Further reading
The following guides are an excellent supplement to this series that help you get the most out of managing your wraparound care club offering.
Troubleshooting:
Managing memberships:
- Cancelling and refunding breakfast club or after-school club memberships
- Manually signing students up to a breakfast or after-school club
- When are payments invoiced for breakfast and after-school clubs?
Making changes:
- Can we change the price of a Wraparound Care Club?
- Can we choose to not take attendance for wraparound care clubs?
Managing the club day to day:
- Can parents pay for Wraparound Care with Cash, Cheque or Bank Transfer?
- Taking attendance for a breakfast or after-school club
- Emailing Guardians from a breakfast or after-school club
This concludes our series on setting up Wraparound Care Clubs. Find all of the guides in the series here.
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