Parents can't sign up to the breakfast or after-school club (Wraparound Care Clubs)

This article provides troubleshooting steps for parents and guardians who are unable to sign up for breakfast or after-school clubs through the Parent Portal or Arbor App. It covers issues related to permissions, booking specific days, eligibility, accounting details, term-time restrictions, visibility of clubs, and inactive club statuses.

Important note

This guidance is for Wraparound Care Clubs, not Standard Clubs. For a detailed discussion of the difference between the two, please refer to this guidance. For troubleshooting help with Standard Clubs, please refer to Parents can't sign up for the breakfast or after-school club

Permissions

• School: Extra Curricular: Administer -Manage clubs
• Finance: Administer - Manage finance details and payments for clubs

If you don't have the permission, you'll need to ask your admin team to give you permission using these instructions.

Guardians can't book certain days of the week

If you've set up a grouped membership period e.g. Termly only, parents can't select specific sessions e.g. Monday only.

Go to School > Activities > Clubs, select the club, then make sure to add a Daily period in the Membership Periods section.

Check the max participants

Check whether the maximum number of participants has been reached for that day. If it has, either:

• Ask the parent only to book individual days (one at a time) that aren't full, or
• You'll need to sign them up manually as an admin

Guardians can't book onto a new club

Step 1 - Check sign-up is open

First, check the guardian portal signup dates for your club. Go to School > Actitivies > Clubs, select the club, then click into the membership periods. If you have multiple membership options, make sure to check each as sign-up dates are set per membership period.

Check that you have added dates overlapping with today.

Step 2 - Check eligibility

Check the pupils' eligibility. Only students who are eligible for the club will be able to be booked on.

Step 3 - Check accounting details

Check whether your school has Card payments set up on your site. Schools that have enabled card payments need to make sure accounting details and prices are specified, even if a wraparound club is free!

For a free club, you will also need to ensure you have added prices for each session interval of £0. More on adding prices can be found here: Wraparound care clubs - Setting prices (Breakfast and after-school clubs)

Step 4 - Check terms

Check whether it's outside term time. When adding the sessions for a club during the holidays, if you selected 'term time only?' parents are be unable to book their child onto the club during school holidays, for example.

You would need to delete current sessions, create them again, and untick 'term time only?' when re-adding them. More on adding club sessions here: Wraparound care clubs - Scheduling sessions (Breakfast and after-school clubs)

Step 5 - Check clubs are visible

Check you have opted to show clubs on the Parent Portal and Arbor app by going to Students > Parents & Guardians > Parent Portal Settings. Amend this if you see an X here.

If the setting is off it will say (No do not show clubs).

The club used to show for parents to book but it isn't showing now

If the Club appears in the Inactive tab in School > Actitivies > Clubs, this is due to there being no upcoming scheduled sessions.

Find the Sessions section of the Club. Check when the last session took place, as this will be the reason the club is inactive. You can either:

• Move the effective end date for the sessions
• Add new sessions using this article - you can either add a single session far in the future to avoid the club going back to inactive too early, or set up more sessions to accurately represent when the club is actually taking place.