Clubs & Extracurricular Fixtures

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End-to-End Extracurricular Lifecycle

The Clubs & Fixtures module unites activity scheduling, member enrolment, mobile QR check-in, register auditing, and student achievement badges into a continuous operational cycle.

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1. Club Creation & Member Roster Management

Establishing extracurricular activities with designated staff leadership and stable student rosters:

• Ownership Delegation: Appointed Club Owners have full management control over their assigned activities, relieving central administrative burden.
• Flexible Membership: Pupils can be enrolled into fixed club rosters (e.g. Chamber Choir, U15 Rugby Squad) for fast register taking, while casual drop-in clubs (e.g. Homework Club, Board Games Club) can register any attendee on the day using Other Attendance.

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2. Meeting Scheduling & Sports Fixtures

Accommodating both regular weekly clubs and inter-school competitive sports matches:

• Session Timing: Standard start and end times ensure accurate scheduling visible across both staff and student portals.
• Competitive Fixture Records: Capture opponent school names, home or away venue status, and post-match scorelines for league standings and school newsletters.
• Direct Breadcrumb Navigation: The main club list includes direct navigation buttons to jump straight to the central meetings list.

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3. Real-Time QR Code Check-In Architecture

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Check-In Safeguards

• Same-Day Temporal Lock: Pupils can only mark themselves as present on the calendar day of the meeting (isCurrentDay()).
• Instant Safeguarding Visibility: As soon as a pupil scans or a teacher checks a box, the student appears in /clubs/pupils/today for duty staff and bus coordinators.

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4. Central Meetings Hub & Automated Reminder Workflow

The Meetings Hub (/clubs/meetings) provides coordinators with school-wide oversight of extracurricular register completion:

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Bulk Reminder Features

• Zero-Attendance Filtering: The remindSelected action automatically queries $selectedRowsQuery->doesntHave('pupils'), ensuring reminder emails are only dispatched for meetings that genuinely lack recorded attendance.
• Select All Records: Supports selecting individual rows, all visible rows on a page, or all matching records across paginated datasets.
• Date Restrictions: The date range picker is capped at max="today", ensuring past sessions are audited without selecting future dates.
• Automated Daily Schedule: In addition to on-demand manual bulk reminders, a scheduled task (SendClubsReminders) runs automatically every morning at 09:00, checking for any club meetings from the previous day (yesterday) that have no recorded attendance and notifying the respective club owners.

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5. Achievement Badges & Recognition Pipeline

To encourage sustained extracurricular participation, Cleverschool features an automated gamification pipeline:

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6. Safeguarding & Duty Monitoring (/clubs/pupils/today)

Duty managers, receptionists, and late-bus coordinators rely on real-time attendance registers:

• Late Bus Verification: Cross-reference student pickup lists with pupils checked into after-school clubs.
• Emergency Evacuations: Immediate visibility into which students are on site attending clubs outside normal school timetable hours.

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7. Troubleshooting & Common Operational Scenarios

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Next Steps