Events

Overview

This article explains how to create, manage and publish a club within the Events module.

Create a club

Follow these steps to create a club:

1. Open Events.
2. Select Clubs.

3. Select Create:

   

4. Complete each of the Create Club steps:

   • Fill in the appropriate overview details for the club, before moving on to the next step:

     

     1. Enter a Title.
     2. Optionally, enter a Description.
     3. Select an appropriate Category.
     4. Enter a Capacity (this indicates the number of pupils who can enrol on the club).
     5. Optionally, enter a Location.
     6. Select / enter the Start Date (the date that the club will be run / first run)
     7. Enter the Start Time and End Time of the club.
     8. Where the club repeats:
        1. Select the Recurrence Type from Daily, Weekly, Monthly, and Yearly.
        2. Complete the recurrence options (these change based on the Recurrence Type you selected).
        3. Select an End Date.
     9. If you are charging pupils to attend the club:
        1. Toggle Paid club on
        2. Enter the Price (this is the overall price where clubs recur, not the price of each recurrence).

        3. Check one or more Allowed Payments parents can use to pay with, from Cash, Online or App Payments - Stripe. If you select Online, to provide parents with a URL to pay at, you must enter the URL where you want them to pay in Payment URL.

           Make sure you enter the correct details here. After you have published the club, you cannot update the Payment URL if you have entered it incorrectly - you will have to cancel the club, set it up again, and re-invite parents.

     10. Select Next.

   • Assign members of staff to the club, before moving on to the next step:

     

     1. Locate one or more staff members to assign to the club.
     2. Check individual staff members to assign them to the club, or check the box next to Name Selected x/y to select all staff members.
     3. Select Next, 

   • Select the pupils you want to invite to the club, before moving to the next step:

     

     1. Locate one or more pupils to invite to the club, drilling down into groups or by browsing the different pages.
     2. Check one or more Pupils / Group Names to invite to the club, or check the box next to Group Name to select all pupils in all groups, 
     3. Select Next.

   • Select the contacts that you want to send the invites to:

     

     1. Either select each pupil and check the contacts that you want to send the invitation to, or check the appropriate Quick Selection options (All Contacts, Parental Contacts and Emergency Contacts) to select the related contacts for all pupils.

        If you select Quick Selection options, change any exceptions manually by checking / unchecking contacts for individual pupils, 

     2. Select Next.

   • After completing Create Club: Step 4 - Contacts, it is time to save the club as either a draft or publish it from the Step 5 - Summary screen.

     The Schedule or Payment Methods, including the Payments URL for Online payments cannot be updated after you publish a club. Make sure that you double-check the details you have entered before publishing. If you need to make changes after publication, you will need to cancel the club, recreate it and re-invite parents.

     Select either:

     1. Save, to save your club as a draft without publishing. This lets you return to the club and make changes to all sections, including the Schedule and Payment Methods in the future. For further information, see Working with draft clubs.

     2. Publish to publish the club, and send out invitations to the selected contacts for each of the pupils that you have invited. Select Confirm to publish the club when prompted:

        

   You are return to All Clubs. If you chose to save a draft version of your club, its Status is set to Draft. If chose to publish the club, its Status is set to Published:

   

Tips and best practices

1. When creating a club, if you plan to change / confirm the Schedule or Payment Methods at a later date, save the club as a draft. You cannot update these when the club has been published, and invitations sent out.
2. At any time during the club creation process after Step 1, select Previous to return to the last step. 
3. Where the majority of staff / pupils are being selected, check the corresponding select all box, then uncheck those individual pupils / staff members that are the exceptions. 
4. Enter the name of a member of staff / pupil / contact into the search bar to quickly locate them, ready to assign to / unassign from a club.
5. Use filters to reduce the number of groups displayed. This will speed up pupil / group selection. Filter by either Group Category or Group Type.
6. When you check child related contacts to send an invitation, to speed up the process, select from either All Contacts, Parental Contacts and Emergency Contacts.  Uncheck any exceptions as needed.
7. Where a parent is flagged as having a Court Order preventing contact, they are listed, but cannot be selected when sending an invitation. 

Next steps

After the club is published, it is time to wait for parents to book places for their children. 

To manage the pupil enrolment, invitations and bookings after the club has been published, see the following articles:

• Enrol pupils in a club without app access.
• Add extra pupils to a club.
• Cancel a pupil's club enrolment.
• Manually decline a pupil's club invite.

To manage staff involved with the club, see:

• Add or remove staff members from a club.

To manage payments, see the following articles:

• Record offline payments or refunds for clubs and trips.
• Process app payments for clubs and trips.
• View all payments.
• View individual pupil payments.

If you need to cancel the club, see:

• Cancel a club.

Related information

• Working with a draft club.

Updated 11 May 2026 14:24