Adding a new club

The following steps explain how to add a new club to your Kids Club HQ system

Please note: these steps are for adding a new club to the system, not just new dates for an existing club. If you just want to add dates for an existing club, please see this article

There are 4 steps in adding a club:

  1. Select the club type
  2. Select (or add) the location for the club and set a name
  3. Specify the days, sessions and extras for the club
  4. Optionally add one or more date ranges

Steps 2 and 3 are different based on the type of club selected in step 1. These steps have been separated into sections related to each type and steps 2 and 3 are detailed in the relevant section.

Let’s get started!

First off, log in to the Kids Club HQ administration system and then click on Administration in the top navigation bar:

In the administration area, click on Clubs in the left navigation:

Next, click the Add Club button top right:

Step 1. Select the club type

The first thing to decide is what kind of club you would like to add. This is important as it dictates some other settings for the club.

The types of club available are:

  • Wrap-around care
  • Holiday Club (or Camp)
  • Sports or Extra Curricular Club (block booking)

An example of this screen is shown below:

The remaining steps for adding a club are slightly different based on the club type that you selected in step 1.

Each of the next steps are detailed in the appropriate section below for the club type you selected.

Jump to the right section:

Wrap-around care

TBD

Holiday Club (or Camp)

Step 2. Select (or add) the location for the club and set a name

Select the location that the club will be based at. If the location is not yet in the system, click the Add Location button to add it.

You should also set the name of the club, the number of spaces available and whether the club should be created as private. If it is created as private, the club will not be available for customers to book until it is made public.

Step 3. Specify the days, sessions and extras for the club

The next step is to add the sessions to the appropriate days (and any extras that run regularly).

Each day of the week is shown (Monday to Friday) and you can remove any days that the club doesn’t run by clicking the red cross to the right of the day header.

If you wish to add a day that the club runs that isn’t already shown, click the Add new day… button at the bottom of the page.

To add a session, click the Add new session… button for a day that the club will run.

In the view that is shown, set the relevant settings for the session you’d like to add. You can also select the days that the session will be available.

Click Add Session to add the session to the days selected.

Continue adding sessions (and extras if required) until they are all added then click Next… to go to the next stage, 4 Optionally add one or more date ranges.

Sports or Extra Curricular Club (block booking)

Step 2. Select (or add) the location for the club and set a name

Select the location that the club willbe based at. If the location is not yet in the system, click the Add Location button to add it.

You should also set the name of the club, the number of spaces available and whether the club should be created as private. If it is created as private, the club will not be available for customers to book until it is made public.

Step 3. Specify the days, sessions and extras for the club

There will be 2 sub-steps here to define the day(s) that the club runs and also the session that will be available.

1 Choose the day(s) of the week that the club runs:

2 Add the sessions for the club:

Add the session by clicking the Add new session… button. The price that you add here is the price for an individual session (i.e. the block booking price divided by the number of sessions in the block):

Once you have added a session, you can then choose whether to stick with a single price for the block of sessions or to charge a pro-rata price:

Once complete, you can move onto the final step, 4 Optionally add one or more date ranges.

Step 4. Optionally add one or more date ranges

Finally, you can choose whether to add one or more date ranges for the new club.

If you don’t want to add any date ranges at this time, tick/check the checkbox labelled ‘I don’t want to create a date range now’.

Ohterwise, add in the name, dates and optionally override the calculated price to charge for the date ranges you need:

When finished, click the Add Club button. The club and date range(s) will be added to the system and you will be taken to the club page in the administration section. Here you can customise any settings for the club as required.