> ## Documentation Index
> Fetch the complete documentation index at: https://docs.cleverschool.systems/llms.txt
> Use this file to discover all available pages before exploring further.

# Clubs & Extracurricular Fixtures

> Getting Started

> [!NOTE]
>
> Initial module enablement and manager assignment must be performed by an `Administrator`.

## 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).

> [!TIP]
>
> 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.

***

## Further Setup (Manager Guide)

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

### 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.

### 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.

### 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.

### 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.

***

## Next Steps & Guides

> [card] [Tutorials & Walkthroughs](./tutorials)
>
> Practical walkthroughs for taking registers, sending bulk reminders, and tracking daily attendance.

> [card] [Workflows & Lifecycle](./workflows)
>
> Deep dive into the complete extracurricular lifecycle, QR check-in mechanics, and engagement analytics.


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