SchoolMoney: Managing Club Register Groups

Setting up a new Club Register Group

Please follow the below steps if you would like to set up a brand-new club on your SchoolMoney system. If you already have the club, do not set it up again. Instead see our separate Clubs Guide for help Creating Weekly Club Payments or Adjusting your Club Payments. This is located in the guides section on the top right corner of the SchoolMoney screen.

• Click the Admin Tab.
• Click Manage Club Register Groups.
• Click the green Add button.
• Enter the club’s name and click Save. A confirmation message will appear (club names are limited to 30 characters).

• Press the F5 button on your keyboard to refresh the system and you will be redirected to the Payments Tab.
• In the Payment Type drop-down, select your new club from the list.
• In Academic Year drop-down: Select Initial Group Set-up.
• Tick the box to Show archived payments.

• You will see an offline payment for your new club with the reference Initial Group Set-up. This is used to set up the configuration of your new club. Double click to open this payment.
• Check the correct Bank account details are showing in box 1 in the top left corner.
• Click the green Configure Durations button. This is where you will set up the price structure for your club. Each Club can have up to 10 durations.
• Use the Durations per day drop-down to select how many you require and enter the Cost and Description for each duration as appropriate Then click the Save button.

• Click the green Settings button.
• Remove the tick from Offline Only.
• You can now adjust the club settings. Tick the boxes depending on how you would like your club to operate:

1. Parental Consent: Would you like to ask parents to provide consent?
2. Limit Places: Does your club have a daily place limit on how many pupils can attend? If you tick this box, you’ll see a space to enter the limit.
3. Enable Reservations: Will you allow parents to reserve places without paying at the time of booking? (This setting is only applicable if Online Session booking is ticked).
4. Online Session booking: Do you wish to allow parents to make their own club bookings online? If you do not tick this option, the bookings will be managed in school with a member of staff marking the attendance into the club register.
5. Voluntary and Part pay online: These settings are not usually applicable to club payments, and we advise to leave those unticked.

• Click Save to confirm these settings.
• Click Save in the bottom right corner to save the main payment.
• Click the Manage Students button.
• Use the Year Group drop-down to tick the year groups the club will be open to.

• Click Add All to pull the pupils across into the club.
• Click Save. A confirmation message will be displayed.
• Click Close.
• You will be returned to the Payments Screen.
• Please ensure the Payment Type drop-down is set back to ‘All Payment Types’, The Academic Year is set back to ‘All’ and Show Archive Payments is unticked.

You are now ready to set up the first Weekly Payment for your new club. If you are unsure how to do this, please refer to our separate Clubs Guide.

Editing Club Register Group

You can adjust the name of an existing club, for example if you want to display it as something more recognisable to the parent.

To do this:

• Click the Admin Tab.
• Click Manage Club Register Groups.
• Find the club you want to re-name and click it so the line is highlighted in grey.
• Click the Edit button.
• Overtype the club name (Club names are limited to 30 characters).
• Click Save.

Please Note: If you would like to make any other changes to your clubs (such as the pricing, place limits, or online booking settings) please see our separate Clubs Guide for help Adjusting your Club Payments. This is located in the guides section on the top right corner of the SchoolMoney screen.

Deleting Club Register Groups

If you have clubs which you no longer run, you may wish to delete them from SchoolMoney to make it easier to find the ones you still use.

To do this:

• Click the Admin Tab.
• Click Manage Club Register Groups.
• Find the club you want to delete and click it so the line is highlighted in grey.
• Click the Un/Delete button.
• A confirmation message will be displayed. Click on OK to proceed.
• The name of the club will turn orange to indicate it has been deleted.
• Press the F5 button on your keyboard to refresh SchoolMoney.

Please note that if you delete a club from SchoolMoney, you will no longer be able view or amend the bookings within the Club Register Tab.

Any existing payments for the club will not be deleted, meaning if parents still owe money on them, these debts will still stand, and parents will be able to pay as normal. The debts will still show in your Club Arrears Report.

If you delete a club by mistake and wish to re-instate it, you can follow the steps above again to Un-Delete the club. Once you have refreshed the system, it will then appear in the Club Register Tab as normal.