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  3. How to Book a Club or a Trip

How to Book a Club or a Trip

Note: All pages below are dependent on what Settings and Configurations have been set by the school.

Use this guide to see a desktop Parent View of MCAS to Book a Club, Trip or a Wraparound Care Club (Running Balance).

For the MCAS App view see how to use the MCAS App.

Note: There is a £1 minimum checkout amount on MCAS, meaning any purchasable items, Clubs, Trips or Products must cost £1 or above.

See also: How to Create a Club or Trip

The Clubs & Trips available for booking will be displayed on the Dashboard.

Selecting a Club or Trip  and clicking on it will open the Club/Trip details page where you will then be able to book it. Select the Sessions to be booked and click on the Enrol button.

Confirmation message will be given stating how many Sessions have been booked and the overall cost.

Clicking on the Proceed button will add the Student to the Club with a Negative Balance.

Click the Add to Basket button to make payment for the Sessions.

Enter the Amount to be paid and click on the Add to Basket button. This amount will now be added to the Shopping Basket, when finished click on the Shopping Basket option and go to the Checkout to make the payment. Once Checkout has been completed the Student will be added to the Club list.

The payment method can also be a Fixed payment where all of the Sessions are paid for with one payment and there is no option to pick particular Sessions. In this case the full Amount will be displayed and will be due.

When the Checkout has been competed a message will be given.

Running Balance Clubs

If when creating a new Club if you have chosen the Payment Type as Running Balance.

Running Balance

Then in the next part of creating the club in Additional Group Details you can then choose from the MCAS Buying Option drop down to either Enrol to Sessions or Indicate Preferences.

If you choose Enrol to Sessions this creates a bill for the Parent to pay on MCAS.

If you choose Indicate Preferences this has to be managed in School by a member of staff to create the order from the Preferences submitted by the Parent on MCAS.

MCAS Buying Option

Below is an example of a the Parent MCAS View for a Running Balance Club with Enrol to Sessions selected.

Firstly on the left hand menu MCAS Desktop menu Parents choose Wraparound Care to see Running Balance Clubs

Wraparound Care

From here the Parent can see the Available Wraparound Care Clubs with the Club Name, Teacher, Next Session, Weekday, Start Time, Duration and Cost.

Available Clubs

The Parent can then click on the spy glass to see the following information

Club Information

They then click on the blue boxes in the grid and then click Enrol, note the Next Button to see next weeks sessions.

Click to Select Sessions

The Parent then gets a Confirmation pop up detailing the number of sessions and the cost.

Confirmation

The Wraparound Care Clubs screen now shows the sessions and costs with the option to Add to Basket, Message the Club Teacher or View the Sessions to Amend.

Add to Basket

If Add to Basket is selected the Parent then enters the amount they wish to pay and confirms Add to Basket and goes on to Checkout and enter payment information.

Below is an example of a the Parent MCAS View for a Running Balance Club with Indicate Preferences.

Club Information

In this example the Parent ticks the days of the week they wish the child to attend and click Submit.

Select Preferencs

The Available Clubs the Morning School SP shows as below ‘Awaiting Confirmation’

In this example the Morning School Club ER with the 12.50 bill is set up as Enrol to Sessions – see previous instruction in this guide.

Awaiting Confirmation

When the Club administrator in School goes into the Club from Groups>Club>Select the Club and View in the Student Memberships Panel you can now see the requested sessions in Blue.

Student Memberships

Select the Student and Auto Allocate with the option to choose the cost and the start and end dates

Auto Allocate

Or Click on the right hand Spy Glass for the Student.

Then choose Edit Sessions

In this example the Parent has Submitted Wednesday and Thursday however, the administrator has confirmed only Wednesday as MS the payment code for the session and chosen Remove for the Thursday.

Use the Membership Notes to add any Notes if required.

Click Save.

Now we can see 11 sessions have been added with an outstanding amount.

If required you can still amend memberships for individual sessions by clicking Move Forwards, then click on the Blue Cell for the Session and click the White Box to remove the Student from the Session.

Remove from Session
Updated on June 15, 2022

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