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  4. How to Book a Club or a Trip

How to Book a Club or a Trip

School Staff can use this guide to see a Desktop Parent View of MCAS to.

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

Parents view of Clubs and Trips depends on how you have configured this in your school. You can configure this view in Config>MCAS>Clubs and Trips Settings

Access: the minimum permissions required to access the Student Profile and the Contact View of MCAS are found in the Framework module from Config>Setup>Roles and Permissions


See also: How to Create a Club or Trip,

For Parents How to use the MCAS Parent Portal – Bromcom and for the MCAS App view see how to use the MCAS App and How to book Clubs, Trips and Wraparound Care in MCAS

Access Parents View of MCAS Clubs

School Staff can access the Parents Desktop View of MCAS from the Student Profile.

You can view a Student Profile by either typing the Students name into the Global Search Tool or by clicking Students on the left hand vertical menu to access to Students List Page>Student>View

Global Search Tool – type in Student Name
Student List Page – Select and View

From the Student Profile for the parent you wish to view simply click on the green person for the required contact.

Click the Green Person

A grey person indicates the contact does not have an MCAS User Account

Grey Person = No MCAS Account

This will open up on the MCAS Dashboard for the selected parent.

If the Student has upcoming Clubs you will see them in the Clubs and Trips Widget. Click the Arrow to see more information

Upcoming Trips Widget

If the Students doesn’t have any upcoming Clubs then from the left hand menu you can click Club, Trip or Wraparound Care to see available Clubs for the selected Student, this depends on what Menu Item the Club has been set at when the Club was created.

Left Hand Menu

In the example below the Student is booked on Year 11 Dance however, no payment has been made for this.

The Available Clubs sections shows Clubs that the Student can be book onto.

Clubs and Trips

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.

This is an example of how the Club/Trip may look. When setting up Clubs, Trips and Wraparound Care you have various options regarding payment, deposits, instalment and for Wraparound Care the ability to set them as either parents can enrol to sessions or submit preferences.

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 Payment Type

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.

Click on Spy Glass

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.


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 February 21, 2024

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