> ## 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 > Tutorials & Walkthroughs ## 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. > [!TIP] > > **Automated Daily Reminders**: In addition to on-demand manual reminders, Cleverschool runs a scheduled background task daily at **09:00** (`SendClubsReminders`), automatically reminding club owners about any meetings held the previous day that still have empty attendance registers. *** ### 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 > [card] [Workflows & Lifecycle](./workflows) > > Explore end-to-end scheduling lifecycles, QR validation mechanics, and badge automation. > [card] [Overview](https://docs.cleverschool.systems/clubs/overview.md) > > Review the high-level capabilities, benefits, and architectural overview. This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.