Practical Tutorials
This section provides practical, step-by-step guides for club leaders, coaches, coordinators, and school administrators using the Clubs & Fixtures module.Tutorial 1: Creating a Club and Scheduling Sessions or Fixtures
Learn how staff create a new extracurricular club and schedule upcoming meetings or sports fixtures.1
Navigate to Clubs Directory
From the main sidebar, select Clubs (
/clubs).2
Create a New Club
Click the New Club button in the header toolbar to open the creation modal.
3
Enter Club Details
Provide the following details:
- Name: The display name of the activity (e.g. Junior Chess Club, Year 9 Netball Squad, Debating Society).
- Day: The regular weekday the club meets (e.g. Tuesday).
- Time: Scheduled start time (e.g. 15:30).
- Location: Venue or room (e.g. Library, Sports Hall, Room 14).
- Owner: Select the responsible staff member leading the club.
4
Schedule a Meeting or Match Fixture
Click Save, then open the club from the directory. In the Club Meetings section, click Add Meeting / Fixture:
- Date & Time: Specify the session date, start time, and end time.
- Fixture Details (Optional): If scheduling a competitive match, enter the Opponent, toggle Home / Away, and enter the specific pitch or court.
- Notes: Add any equipment, kit requirements, or travel notes.
5
Confirm Meeting in Schedule
Click Save. The session is scheduled and automatically visible to pupils and club leaders.
Tutorial 2: Student QR Code Check-In and Taking Session Registers
Learn how club leaders project session QR codes for instant student check-in and manually record attendance registers.1
Open the Scheduled Meeting
Navigate to your club and click on the target meeting in the Club Meetings table (
/clubs/club/meeting/{id}).2
Display or Print Session QR Code
Click the QR Code button in the top action bar:
- Project the QR code on a classroom display, interactive whiteboard, or tablet.
- Alternatively, select Print QR Code to post physical copies at the club registration desk.
3
Student Self-Registration via Mobile
Pupils scan the QR code using their smartphone camera or tablet, opening
/pupil/attend?ulid={ulid} on the Pupil Portal, where they toggle Mark as attended.4
Mark Enrolled Members (Manual Register)
For pupils without mobile devices, review the Member Attendance list on your screen and click the checkbox next to each present student to immediately toggle their attendance.
5
Record Casual Visitors (Other Attendance)
If guest pupils or non-members attend, use the search box in the Other Attendance section to find the student and add them to the session register.
6
Record Match Results (For Fixtures)
If the meeting was a competitive sports fixture, enter the Home Score, Away Score, and match commentary in the results panel.
Tutorial 3: Using the Meetings Hub and Sending Bulk Attendance Reminders
Learn how extracurricular coordinators and managers use the central Meetings Hub (/clubs/meetings) to audit completed registers and dispatch bulk reminder emails to meeting owners with unrecorded attendance.
1
Open the Meetings Hub
From the main Clubs directory (
/clubs), click the Meetings button in the breadcrumb bar or navigate to /clubs/meetings.2
Filter by Date Range
Click the Date Range Picker in the top bar. Choose a preset such as Last 7 Days or Last Week, or select a custom date range ending on or before today.
3
Search and Inspect Records
Use the search box to filter by specific club names or staff owner names. Sort by Participants or Date to identify meetings where
0 participants have been recorded.4
Select Rows for Bulk Action
- Check individual checkboxes next to meetings requiring follow-up.
- Or click the header checkbox to select all visible meetings on the page.
- If multiple pages exist, click Select all [number] records across all pages.
5
Dispatch Bulk Reminders
In the bulk action toolbar, click Remind. A confirmation modal opens asking to confirm sending reminders to the owners of the selected meetings where there are no recorded attendance records.
6
Confirm and Send
Click Send reminders. The system dispatches the background notification job (
SendMeetingReminders), grouping unrecorded meetings by staff owner and sending a single reminder email to each staff member containing a list of their meetings with direct links to take attendance or remove the meeting. The system clears your selection and displays a success notification.Tutorial 4: Tracking Daily Pupil Attendance for Duty and Transport
Learn how office staff and duty supervisors verify same-day student extracurricular presence for late bus departures and after-school safeguarding.1
Open Today's Club Registers
Navigate to Clubs and select Pupils Today (
/clubs/pupils/today).2
Review Real-Time Student Presence
The table lists all pupils scheduled or marked as attending clubs today, organised by club name, meeting location, pupil form, and house.
3
Filter by Pupil Name or Form
Use the live search box to quickly check whether a specific pupil is currently checked into a club before confirming after-school pickup or bus lists.
Tutorial 5: Analysing Participation Trends & House Competitions
Learn how pastoral leaders evaluate extracurricular engagement across houses and year groups.1
Open the Statistics Hub
Navigate to
/clubs/statistics from the Clubs menu.2
Set Reporting Period
Select the desired date range (e.g. This Term, Last Month, or Year to Date).
3
Evaluate House Competition Totals
Inspect the House Participation metrics to view cumulative session attendance points for each house, ready to announce in pastoral assemblies or allocate house points.
4
Identify Underrepresented Cohorts
Review the Year Groups and Forms breakdown to identify year cohorts with lower participation rates and tailor new extracurricular clubs to their interests.
Next Steps
Workflows & Lifecycle
Explore end-to-end scheduling lifecycles, QR validation mechanics, and badge automation.
Overview
Review the high-level capabilities, benefits, and architectural overview.