After-school club software for activity providers

For businesses and clubs that run sport, coding and robotics, drama, chess or music sessions across several schools: groups per school, registers from your phone, parent notices and monthly fees in one place.

Running clubs across several schools gets messy fast

An after-school club provider is not a tuition centre with one building. Your groups are spread across primary schools and sports halls, your coaches travel from one site to the next, sessions move around school trips and INSET days, and children join in September, drop out in January and come back for the summer term. And every month there is the same question: who has paid?

Most providers end up with one spreadsheet per school, paper registers that coaches photograph (or forget to), and a WhatsApp group per club where notices, questions and last-minute changes all get mixed up. It works while you are small. With ten groups and five coaches, absences, messages and money start to slip through.

How ClaseAlDía fits an after-school club business

  • Groups per club and school. “Coding Club Y3–4 · Oak Lane Primary” or “Multi-sports KS1 · Leisure centre”: each group with its coach, its venue and its weekly times, all in one calendar.
  • Registers on the phone. Coaches take the register at the start of the session from their own phone and their own login. They only see their groups and their children.
  • Parent notices. If a session is cancelled because of a school event or the weather, cancel it in the app and the group’s parents get an email. Each family also has a private link showing the timetable, attendance, fees and notices — no app to download.
  • Same-day absence emails. When you take the register you can email the parents of any child who did not turn up.
  • Monthly fees. Each child has a monthly fee (or the sum of their clubs), generated automatically every month. You see who has paid and who hasn’t, and send a reminder with one button or on a day of the month you choose. You can also add one-off charges such as a kit or materials fee.
  • Siblings in one family. A family can have several children in different clubs; notices and reminders reach them grouped together.

An example: 4 schools, 6 coaches and 140 children

  1. In September, set up the term. Create the groups with their school and times, invite your coaches by email and add the children with their monthly fee and a parent’s contact. If your sign-ups are already in a spreadsheet, email it to us and we will help you load it.
  2. Every afternoon, coaches take the register. Thirty seconds on the phone. From the calendar you can see which registers are done and who was missing.
  3. When something changes, tell the group. A cancelled session, an extra catch-up session or the end-of-term show: one notice and every family in the group gets it.
  4. At the start of the month, check the fees. Open the month’s fees, see what is outstanding and send the reminder. Families without an email address are listed with their phone number and portal link so you can send it another way.
  5. When a child leaves, mark them as left: no more fees are generated and their history is kept.

With 6 coaches and 140 children you need the Centre+ plan (unlimited users and pupils, £42 a month in the UK or €49 in Ireland, VAT included). Up to 5 users and 150 pupils fit the Centre plan at £20 a month (€24). See pricing.

What it doesn’t do

  • It does not take online bookings. Keep taking sign-ups as you do now (a form, paper or through the school), then add the children.
  • It does not collect payments from parents. Families pay you as they do today and you mark the fee as paid; the app keeps track and produces a payment receipt.
  • It does not issue invoices or handle childcare vouchers. Keep using your accounting tool; you can export your fees to a spreadsheet.

If you need online booking and payments in one system, a dedicated booking platform will suit you better. If you want order in the day-to-day of groups, registers and fees, ClaseAlDía is the lighter option.

Children’s data

Almost every child at an after-school club is a minor. You are the data controller and ClaseAlDía processes the data on your behalf: see the data processing agreement and the privacy policy. Coaches only see the children in their own groups, never the fees.

Common questions

Can I organise groups by school?

Yes. Each group has a room or venue field where you can put the school or hall, and the group name can include the club and year group. The calendar shows every session of the week with its venue and coach.

Can coaches see what families pay?

No. Coaches only see their own groups and children: they take registers, cancel a session of their group and send notices to its families. Fees, team and settings are for the owner only.

What if a child attends two clubs?

Add the child once and put them in both groups. Their monthly fee can be the sum of both groups’ fees or any amount you set, for example with a sibling discount.

Do parents need to install an app?

No. Notices arrive by email and each family has a private link that opens in any browser.

Try it with your real groups

Sign up in a minute, 30 days free, no card and no lock-in. If it isn’t for you, export your data and go.

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