Checklist for setting up a Wraparound Care Club

This guide is a step-by-step checklist to help you set up a Wraparound Care Club with confidence and to ensure you have set up your club correctly before releasing it to parents. For a more detailed discussion on setting up standard clubs to help you customise your offering, please take a look at our dedicated series: Wraparound Care Setup

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 this permission, ask a member of your team to add it for you using the instructions here.

1. Creating the Club

Step one is to add your new club Arbor. At this point, you give the club a name, add a description and set maximum participant numbers.

• Navigate to School > Activities > Clubs
• Click the green +Add button
• Click Add Wraparound Care Club
• Enter the club Name and Description
• Add the eligible students for this club
• Add the Maximum Participants (this can be left blank for unlimited sessions)
• Select if meals are provided during this club
• Click the green Save button

More details on this here: Wraparound Care Clubs - Adding the Club (Breakfast and after-school clubs)

2. Adding Club Leads

This is an optional feature if you wish to set specific staff to run the club. This gives these staff members access to the club's details and automatically adds them to scheduled sessions (the next step) if no one has been assigned.

• Scroll down to Club Leads
• Click the green +Add button
• On the slide over, select the staff member(s)
• Set the start and end date for the effective period (this will be the academic year by default)
• Click Add Staff

3. Adding Sessions

The third step is to schedule the club sessions to specify when the club takes place and which intervals within the sessions can be booked each day.

• Scroll to Sessions and click +Add 
• On the slide-over, select the days of the week you want the club to run and if you want them to only run during term time.
• Set the session start and end time for each day, and the effective dates.
• You can optionally set a location for the club to take place, and select a staff member if it is someone different from the club lead
• Finally, you need to add at least one session interval; your intervals need to cover the whole session time

More details on this here: Wraparound care clubs - Scheduling sessions (Breakfast and after-school clubs)

4. Setting Accounting Details

The fourth step is to add accounting details to define which account type and balance needs to be topped up to book and pay for your club. Before adding the accounting details, please ensure you have created an Ad-Hoc customer account type using the guidance here

• Navigate to Accounting Details, click Customer Account Type
• On the slide-over, select the customer account type you wish to use for payments for this club
• You can optionally set an accounting code
• Select whether or not you would like students to be charged based on their attendance mark

5. Adding Club Prices

The fifth step is to add prices for each session interval and student groups that need a unique price, so everyone gets charged correctly.

• Scroll down to Club Prices, click +Add 
• You will be taken to a table where you can input prices for each session interval. You can set different prices for different student groups if needed.

More on this here: Wraparound care clubs - Setting prices (Breakfast and after-school clubs)

6. Adding Membership Periods

Sixth, you add the membership options that are bookable by defining Membership Periods.

• 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

More on this here: Wraparound Care Clubs - Membership Options (Breakfast and after-school clubs)

7. Allowing Guardians to Signup

Lastly, if you want parents to be able to book the club independently, you need to ensure you have opened the sign-up.

• When adding your Membership Period, add the Guardian Portal Signup dates
• Go to Students > Parents & Guardians > Parent Portal Settings to ensure parents can see and sign their children up for the club (more on these settings here