Creating a Breakfast Club / Wraparound Care Sign Up

Creating a Breakfast Club / Wraparound Care Sign Up in SchoolsBuddy

Instant Book and Pay Events are a great option if you want to give parents/pupils the option of signing up. The sign-up option is perfect for School Trips, Breakfast Clubs, Wraparound care events, and After School Clubs (that are not a preference based sign up).

This article will teach you how you create an Instant book & pay to allow sign up for an example daily repeating Breakfast Club. 


1. Click the 'Activities & Clubs Admin' tab (this may be labelled differently due to your School's preferences). 



2. Click the blue 'Add' tab in the top right-hand corner of the page to create a new Signup Container. 

3. Fill in the correct details surrounding the Breakfast Club.

  • Sign Up Title: Name of the Breakfast Club
  • Description: Description of the Breakfast Club
  • Sign Up type: Select 'Instant book & pay' from the drop-down
 

 
4. When the Sign up type has been selected, more details of the container will appear on the screen. Fill in the correct details surrounding the Breakfast Club. 
  • Maximum bookable events per group: For this put ‘0’ for unlimited
  • Activities Start Date: is the first day that your activities commence
  • Activities End date: is the final day that you want activities to take place
  • Activity Default Start Time: The time selected will be the default start time of the Container activities
  • Activity Default End Time: The Time selected will be the default end time of the Container activities
  • Responsibility for Confirmation: This sets who can sign up for the events within this Container
  • Sign Up Open and Close: These are the Container level dates and times during which bookings are open. *Event level dates & times can be set later on.
  • Show select all button: use this setting if you wish multiple selection of available bookings to be possible.
  • Use organisation block dates?: Leaving this box ticked means events will not be created for any dates inserted in the Organisation Block Dates in the 'Reception/Registers tab.
  • Accept Voucher Payments: tick this box to allow bookings to be made without payment
    • Limit voucher payment group: this field will appear if above is ticked. Select from existing groups or create a new one later, add specific students and then return to edit this container.
  • Terms & Conditions: You can add your sign up Terms and Conditions in the relevant box, or link to them using the T&C's additional info (URL) field.
  • Booking Data Form: select from custom forms for your school. If you wish to collect extra information at point of booking contact help@schoolsbuddy.com with details.

5. When the correct details have been entered, select the green 'Save' button in the bottom right. This will take you into the newly created Container.



6. From the Groups tab, click the blue '+ Add' button in the top right.



7. Fill in the correct details regarding the Breakfast Club.
  • Title: Title of the Group (Parents/Pupils will see this)
  • Description: Description of the Group (Parents/Pupils will see this)
  • Available to:  When selected, a pop-up box will appear on the screen. This will determine who can sign up for the Breakfast Club. Use the drop-down box and search bar to search for the Year/Group/Class that will be able to sign up. When the correct Year/Group/Class has been found, select the ‘Add’ and then the green ‘Continue’ tab. (PLEASE NOTE: THIS CAN BE ANY OTHER GROUP IN THE SYSTEM, SO IF YOU WANT TO FILTER WHO CAN BOOK TO JUST A SELECTION OF 5 STUDENTS YOU COULD CREATE A CUSTOM GROUP AND ADD IN 5 STUDENTS AND ONLY THESE PARENTS/STUDENTS WOULD BE ABLE TO BOOK IT)  - click here for how to create a group
  • Gender: Gender of the Group
  • Lead Staff Member: Which Staff Member will be the Organiser of the group
  • Activity: This will not be visible to the booker so can be set as 'Other'
  • Default Location: Location of the Breakfast Club
  • Group Code: This can be used for finance reconciliation
  • Billing Code: This can be used for finance reconciliation
When the correct details have been entered, click the green 'Save' button. 



8. Now the group has been created it will appear in the container Groups tab. 

9. Events must now be created for the group. To do this, click the 'Create Events' tab, and the blue 'Add New' button.



10.  Fill in the following information fields as follows:-
  • Title: Breakfast Club session (or BC Session)
  • Vital Information: any vital information surrounding the Breakfast Club
  • Additional Information: any further information surrounding the Breakfast Club
  • Booking Options: Use 'Block' where e.g. all Mondays can be booked at the same time. Use 'Individual' where each session can be booked individually.
Scroll down the page to fill in more options. 



11. Fill in the following information fields as follows:- 
  • Number of places: maximum number of places for the Breakfast Club
  • Create for groups: select the newly created group 
  • Location: this can either be the location specified when creating the group or a location can be selected in the drop-down bar. 
  • Event type: this will be Breakfast Club
  • Cost Type: this can either be free or chargeable 
  • Price per session: this will be the price per session (for example, £2 per breakfast club session)
  • Percentage to pay at time of booking/Deposit (%): this is the percentage required to pay when booking. If less than 100%, the remainder will sit on the account balance to be paid in the future.
  • Payment Method: select 'Immediate - SchoolsBuddy Payments' 



12. Fill in the following information fields as follows:- 
  • Frequency: For this example of a term's sessions, this will be 'Multiple Days'
  • Activities start date: First date of the breakfast club
  • Activities end date: Last date of the breakfast club
  • Days of the week: select which days of the week 
  • Start Time: start time of breakfast club
  • End Time: end time of breakfast club
  • Sign up opens in advance: This is optional. Leave blank to use the date & time set at container level
  • Sign up closes in advance: This is optional. Leave blank to use the date & time set at container level

When the correct details have been entered, click the 'Create Rule' button. 



13. When 'Create Rule' has been clicked, the event template will show in the 'Create Events' tab. Now go to the 'Publish Events' tab.




14. A summary of the events ready to create will be listed. At this point check all details are correct, and check the last column 'Event Count' is as expected.

15. To publish the events, click the 'I confirm' tick box and the green 'Publish' button. 

16. When the events have been published and the sign up has opened, parents/pupils will be able to book the events.