In this guide, you will be shown how to edit and maintain a Club or a Trip from within the Groups page. This covers the following processes;
- Modify a Club or Trip
- Delete a Club
- Send an SMS or Email
- Take Club/Trip Registers
- Add Behaviour Events
- Find Dietary Requirements
- Copy a Club/Trip
Access: The minimum permissions required to edit Groups>Clubs are found in the Framework Module of Config>Setup>Roles & Permissions.
See also: How to Create a Club or Trip.
Modify a Club or Trip
From Groups select your Club or Trip and click View.
The Group Type Club covers Clubs, Trips and Running Balance Clubs.
Clicking View will allow you to Modify and Update the Settings and amend Members, as you did when you created it. To End Date a Group all members must be removed and payments refunded.
In the example below we have changed the location of the selected Club on one date
Send an SMS or Email
You can also use the Groups page to update contacts on Club information or send reminders. For example use this process to send a message to the parents of students assigned to a Club when a Club is cancelled or the Club time has changed.
To send an SMS or an Email go to Groups>Club then click on the Club and from the Actions dropdown select Send SMS/Email
In this example we have chosen SMS from the Message Type dropdown. You can change this to Email if required. For Emails you have the option to attach a document to the Email.
On the Send SMS and Emails page enter the details in the same way you normally would to send a Message. See also: How to Send an SMS Message.
Delete a Club
To Delete a Club go to Groups>Club then click on the Club and from the Actions dropdown select Delete
Please note a Club cannot be deleted if the following
- It contains active pupils
- Club sessions have been held
- Payments have been made.
To Take a Register for a Club go to Groups>Club then click on the Club and from the Actions dropdown select Attendance.
Complete the Register as normal with the standard Attendance Codes and click Save when finished. You can mark a student a N,L or / i.e. No Reason Provided, Late or Present.
Use the Date ranges to look for different Dates, this defaults to the current week.
Use the top right Download icon or 3 vertical bars to Download a copy of the Register or add or remove additional columns to your Register
Add Behaviour Events
To record an Individual Behaviour Event against Students who attended a Club, go to the Student List Page, select the requires Students and add the Event in the normal way.
To add a Behaviour Event for the entire Group, go to Groups>Club then click on the Club and from the Actions dropdown select Behaviour Event.
The Behaviour Entry panel may vary dependant on how your Behaviour Module has been set up.
Find Dietary Requirements
To view the Dietary and Medical Requirements for the entire Club, got to Groups select the Club and on Actions dropdown select Dietary & Medical. Here you can view, export or create a PDF of any Requirements the Students in the Group have.
You may use this function in the example you are providing food for the Club.
Click on the Grid Actions to Copy, Export in Excel, CSV or PDF and Print the list.
Copy a Club or Trip
If you want to create Groups with similar characteristics, from Groups select your Club and from Actions select Copy Group. it will allow you to create a subsequent Group with different times and dates.