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Initial module enablement and manager assignment must be performed by an Administrator.

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Quick Start

Follow these five steps to launch the Clubs & Extracurricular Fixtures module for your school:
1

Enable the Clubs Module

Navigate to Administration > Modules in the main navigation. Locate Clubs & Fixtures and toggle the status to Enabled.
2

Assign a Clubs Manager

In Administration > Staff, assign the Clubs Manager role to designated leaders (such as the Assistant Head for Extracurricular, Director of Sport, or Co-curricular Coordinator).
Until at least one Clubs Manager is assigned, administrators receive automated reminder notifications prompting them to delegate module leadership.
3

Create Clubs and Appoint Staff Owners

Navigate to Clubs (/clubs) from the main sidebar. Click New Club and define the club name, scheduled weekday, start time, location, and assign a responsible staff member as the Club Owner.
4

Enrol Pupils and Schedule Sessions

Open the newly created club, use the Club Members section to search and enrol students into the regular roster, and use Club Meetings to schedule upcoming practice sessions or match fixtures.
5

Launch QR Check-In and Monitor Meetings

On the day of the meeting, open the session to display or print the check-in QR code for student self-registration. Use the Meetings Hub (/clubs/meetings) to audit completed registers across all clubs.

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Further Setup (Manager Guide)

Day-to-day club management, roster maintenance, fixture scheduling, and attendance audits are carried out by appointed Clubs Managers and Club Owners.

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1. Delegating Extracurricular Roles

In Administration > Staff:
  • Clubs Owners (clubs_own): Assign teachers, coaches, and activity coordinators responsible for running specific clubs, scheduling meetings, and recording attendance registers.
  • Clubs Viewers (clubs_view): Authorise duty staff, pastoral teams, and administrators who need to review daily pupil presence and participation statistics without editing club configurations.

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2. Setting Up Sports Fixtures & Opponents

For competitive teams and sporting fixtures:
  • When scheduling a meeting, enter the opponent school or team name.
  • Toggle the Home / Away indicator and specify the exact playing location (e.g. Main Astro, Sports Hall, Away at Oakridge School).
  • After match completion, return to the meeting to log the final score and match summary.

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3. Deploying QR Code Check-In

To streamline attendance recording during busy lunchtime or after-school sessions:
  • Open the scheduled session at /clubs/club/meeting/{id}.
  • Select Print QR Code to post a physical copy at the club entrance or project the code on a classroom smartboard.
  • Pupils scan the code with their mobile device to open /pupil/attend?ulid={ulid} and instantly mark themselves as present.

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4. Auditing Registers & Sending Reminders

To ensure comprehensive attendance tracking across all extracurricular provision:
  • Open the Meetings hub at /clubs/meetings.
  • Filter by date range (e.g. Last 7 Days or This Week).
  • Identify meetings with zero participants recorded.
  • Select the affected rows and choose the Send reminders bulk action to prompt club leaders to complete their registers.

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Next Steps & Guides

Tutorials & Walkthroughs

Practical walkthroughs for taking registers, sending bulk reminders, and tracking daily attendance.

Workflows & Lifecycle

Deep dive into the complete extracurricular lifecycle, QR check-in mechanics, and engagement analytics.