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Useful InformationAn Extended day club with several sessions could be, for example, a Holiday Club with different sessions. |
Add an Extended Day Club with Multiple Sessions
1. Create the Club Pre-Payment Account
Click on the Configuration tab
Select Banking configuration
Select Pre-payment accounts
Select Add pre-payment account
At the top right of the Pre-payment account configuration window, enter a Pre-payment account name, e.g. Holiday club.
This will display on the main Extended day screen, and will be the heading displayed to parents if you allow payments online
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Enter a Short name, e.g. Hol. This is how the pre-payment account will display on the Accounts screen, e.g. Hol bal
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2. Select the Days Available
Select the relevant Days of activity per week
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3. Set the Club Cost Centre
Click the down arrow and select an existing Cost centre
or click Add new to add a new cost centre, e.g. Holiday club
Select the relevant Bank account
Click on Done
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4. Set Club Session Codes
Click Set session codes
Enter a code (or amend the default code) for the first session, e.g. A
Enter a Description (e.g. Attending)
Enter a Price for the session - this is the price the pupils will pay
Enter a Price w/VAT - this is the price including VAT for staff and must be entered, even if staff will not pay
To add a further code, click the + sign and enter the code, e.g. L for Attending with Lunch
Click the down arrow under Code type and select Session code
Enter the Description and Price for the session
Use the up or down Display order arrows to change the display order
Repeat for further codes, if required
Click Done
Use any of the following codes:
Any letter A-Z
No numbers
Any of these characters: ! " $ % ^ & * ( ) - _ + = { } [ ] ~ # : ; @ ' < > , . ? / \ ` |
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5. Set Club Account Codes
Accounting codes for Hampshire, Portsmouth, Southampton, and Surrey Local Authorities must be activated in SCO to use with |
http://scopay.com . Accounting codes for schools outside of these Local Authorities can be added, deleted or amended as required and can be used for reporting purposes. Using Account Codes is optional - if you do not wish to use Account codes, proceed to the next section. |
Click Set account codes/VAT
Select the required codes (if your Account codes are not displaying, refer to the section Add Account Codes
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then press your Browser's Back button to return to this page)
Click Done
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6. Set Club Session Dates
a. Use the same Term Dates as for the Dinner Money module
Click on Set session dates
Select Merge standard term dates to use term dates and day closures already set up for use with SCO Dinner Money
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(use this option if you don't have the Dinners module, or if you wish to control how far ahead parents can book sessions online)
Click on Set session dates
Click the red Add button and add the dates that School opens and School closes
Enter a Description such as Autumn 1
Click Done
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7. Set Club Key Colour
The key colour helps to identify the selected club when viewing on the Extended Day tab. The colour appears on 2 areas of the screen.
We advise that you don't select dark colours as these can make the text difficult to read.
Click Set key colour
Select the required Colour from the colour palette
Click OK
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8. Set Club Online Options
Tick the Available online box, if you wish parents to book sessions or pay on
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Enter a Minimum online top-up (the minimum amount the parent can pay on checkout)
Schools sometimes set a minimum amount to help reduce the cost of transaction charges
Leave as 0.00 if no minimum is required.If using Preferences, you have the option to set Online sessions preferences
(for more information on Preferences, see section Set Attendance Preferences - you can set these up later)Tick View if you wish to to allow parents to view Preferences online
And/or click Edit to allow parents to change Preferences online
We would advise against allowing parents to Edit preferences online as these can easily be changed by the parent after the sessions have been booked
If using a Cohort rather than All pupils (see section Cohorts - you can set this part up later)
Select Display cohorts not classes
Select the Cohorts tab above the Days of activity per week section
Select the required Cohort
Click on the General tab above the Days of activity per week section
Select Allow online code entry if you wish parents to book sessions online
Select Require positive balance if you wish parents to pay for sessions before they book, thus alleviating any debt
Select Exclude childcare voucher pupils to allow parents set up in SCO as CCV payers to book sessions without paying first
Use Advanced booking limits to set how many days in advance parents can book places
This setting controls the cut-off points when a parent can book their child's sessions
Examples:
From 1 day = parent can order/book sessions up to midnight the night before
From 2 days = parent can order/book sessions up to midnight 2 nights before
To 0 days = parent can order/book sessions up to any time in the future
To 7 days = parent can only book sessions for up to 7 days in advance
Setting a To date of 30 days would allow parents to book up to 30 days ahead, but note that this would be a 'moving' 30 days ahead.
If you require a fixed cut-off date, you may wish to use the option described above in b. Set specific Term Dates for Extended Day
Cutoff time = the Cutoff time is only available if the from days is set to zero. This means that parents can order on the same day, but the cutoff defines by what time they have to be ordered. For example, if it's 11:00, then parents will not be able to order meals for today after 11:00.Click on Done
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9. Add the Club Session
On the left of the screen click on <New session> displayed underneath the club name
Enter the Session name on the right of the screen, e.g. Morning
Enter a Session grid header, e.g. M
Note: the grid header will display on the calendar on
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Enter the number of Places available. Leave as zero if there is no limit.
The number of places available will display in the top right of the Extended Day screen when the session is selected
Parents will be unable to book online once the maximum number of Places available has been reached for this sessionClick Add session
Click on <New session> displayed underneath the club name
Enter the Session name on the right of the screen, e.g. Afternoon
Enter a Session grid header, e.g. A
Note: the grid header will display on the calendar on
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Enter the number of Places available. Leave as zero if there is no limit.
The number of places available will display in the top right of the Extended Day screen when the session is selected
Parents will be unable to book online once the maximum number of Places available has been reached for this sessionClick on Done to save these settings, then you will need to set which sessions parents can book online
Note that the first Save may take some time, so please be patient. Once saved, continue with the next section.
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10. Configure the Club Session Codes Available Online
Select Pre-payment accounts
Click on the club created above
Click on Set sessions codes
In the Select online? column tick any session codes to make available for parents to book online
Select a Session code colour - this will show online to parents when they book their sessions
Click on Done
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We recommend logging on to your account to your http://scopay.com account to check the settings selected above for Extended Day prior to notifying parents.
Proceed to Set User Permissions for Extended Day
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