Checklist for Setting up a Free Standard Club

This guide is a step-by-step checklist to help you set up a Standard club without payments, ensuring you have set up your clubs correctly. For a more detailed discussion on setting up standard clubs to help you customise your offering, please take a look at our dedicated series: Setting Up Standard Clubs

Permissions

Make sure you have this permission:

• School: Extra Curricular: Administer- this permission allows you to set up and manage clubs

If you don’t have permission, ask a member of your admin team to add it for you.

1. Creating the Club

First, make sure you create your club. 

At this stage, you give your club a name, set who is eligible to join and specify that the club is free. Once added, you are taken to your new club's Overview page.

• Go to School > Activities > Clubs
• Click the green +Add button
• Choose the Free Club option
• Enter Name and Description
• Add your Pupils Eligible
• Add the Max. Participants (if you need to limit attendance, or leave it blank for unlimited sessions)
• Tick if Consent and/or Attendance is required
• Click the green Save button to be taken to your Club's Overview Page

More on this process here: Standard Clubs - Adding a Club

2. Scheduling Sessions

Next, you need to make sure specify when the club takes place. 

You do this by scheduling club sessions from the Club's Overview page.

• Scroll down to Sessions
• Click the green +Add button
• Choose whether to Schedule Weekly or Single Sessions
• Tick the relevant Days of Week
• Choose the Session start and end time
• Choose the Effective start and end date for the club's duration (e.g., the current term)
• Choose the Location and Staff Member
• Click the green Save Changes button

More on this process here: Standard Clubs - Scheduling Sessions

3. Adding Membership Periods

Third, ensure you set up the different types of memberships students can sign up for.

You can set up multiple membership options with different frequencies and availabilities.

• Scroll down to Membership Periods
• Click the green +Add button
• Add the relevant Period (e.g, Day, Term, Academic year)
• Add a Membership Name
• Add the Available from and until dates
• Add the Guardian Portal Signup dates

More on this process here: Standard Clubs - Prices and Memberships

4. Allowing Guardians to Signup

Lastly, if you want guardians to be able to sign up for the club via the Parent Portal or App, you need to make sure you have fully set this up. Make sure you:

• When adding your Membership Periods, you added the Guardian Portal Signup dates. Make sure these have been added to open Parent Portal/App signups 
• Go to Students > Parents & Guardians > Parent Portal Settings to ensure parents can see and sign their children up for the club

Top Tip: Want to see what the club looks like to a guardian? See how admins can sign in as a Guardian here: Log in as a guardian to Parent Portal