Note: All pages below are subject to having relevant Roles and Permissions.
Use this guide to see the different Payment Options for Enrol to Sessions or Indicate Preferences when creating and administering a Running Balance Club and how the views and payment options available differ for Parents when booking the Club in MCAS on a Desktop.
- Creating the Club
- Parent View for Enrol to Sessions
- Parent View for Indicate Preferences
- Administering a Club with Indicate Preferences
See also: How to Create a Club or Trip and How to Edit and Maintain a Club
Creating the Club
Navigate to Groups and from the Group Type drop down select Clubs & Trips
Click New.
In the Create New Group pop up from the Payment Type* dropdown choose Running Balance.
Complete the details as required;
- Enter Group Name and Group Description.
- Click Browse to locate and add an Attachment
- Click the Spy Glass to choose Linked Groups if required. Note: Leaving Linked Groups blank opens the Running Balance club to all students.
Both Attachments and Linked Groups can be added/defined later if required.
Once complete click Save & Edit.
The screen will refresh to show the Basic Group Details panel.
Scroll down the page to see Additional Group Details
- Click Browse to add Attachments to be visible to parents
- Define Live on MCAS Between dates
Set the MCAS Buying Option drop down as either Enrol to Sessions or Indicate Preferences.
- Enrol to Sessions this creates a bill for the Parent to pay on MCAS.
- 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.
- Define Purchase Cut Off (Days) if required – note the i for further information
- Choose Associated Account
- Tick if Consent Required and amend the message to parents when giving consent if required.
- Tick to Allow parents to cancel future bookings if required, define how many days in advance parents can cancel bookings( click the i for further information)
Use Charges to define the Charge for the Club, click Add New Record
The example below shows 2 Charges, one for a Full Session and one for a Half Session, this function can be used if for example a school wants to offer a reduced cost to some parents, choose the Associated Group who will see the charge on MCAS from the drop down. For guidance on creating a Report Group which will show in Associated Group see here.
Use the Associated Group panel in the example the Running Balance Club is only for specific students, in that scenario click the blue spy glass in Linked Groups to open the Group Selector List and select the relevant group of students OR leave blank and the Club will be visible to all parents on MCAS
In Schedule click Add to define when the club is, for example a Breakfast Club is running 07:30am-09:00am Monday to Friday.
Example Group Scheduling below, click Save Schedule when complete. Please note specific days can be amended if required, if for example the Friday Club is in the Sports Hall as appose to the Main Hall.
Click the far right pencil icon in the Actions column next to the session to be amended. Or click the delete icon to delete a specific session.
Use Student Memberships to Add/Edit or Delete sessions in the example a parent does not have access to MCAS.
Parent View for Enrol to Sessions
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
From here the Parent can see the Available Wraparound Care Clubs with the Club Name, Teacher, Next Session, Weekday, Start Time, Duration and Cost.
The Parent then clicks Enrol
The club then moves up to the panel above, click the far right spyglass icon
They then click on the blue boxes in the grid and then click Proceed note the Next Button to see next weeks 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.
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.
Parent View for Indicate Preferences
Below is an example of a the Parent MCAS View for a Running Balance Club with Indicate Preferences.
In this example the Parent ticks the days of the week they wish the child to attend and click Submit.
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.
Administering a Club with Indicate Preferences
When the Club administrator in School goes into the Club from Groups>Group Type = Clubs & Trips>Select the Club and View in the Student Memberships Panel you can now see the requested sessions in Blue.
Select the Student and Auto Allocate with the option to choose the cost and the start and end dates
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.
