Add an Extended Day Club with Multiple Sessions

1. Create the Club Pre-Payment Account

1. Click on the Configuration tab
2. Select Banking configuration
3. Select Pre-payment accounts
4. Select Add pre-payment account
5. 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 via 
6. Enter a Short name, e.g. Hol. This is how the pre-payment account will display on the Accounts screen, e.g. Hol bal

2. Select the Days Available

1. Select the relevant Days of activity per week 

3. Set the Club Cost Centre

1. Click the down arrow and select an existing Cost centre
2. or click Add new to add a new cost centre, e.g. Holiday club
3. Select the relevant Bank account
4. Click on Done

4. Set Club Session Codes

1. Click Set session codes
2. Enter a code (or amend the default code) for the first session, e.g. A 
3. Enter a Description (e.g. Attending)
4. Enter a Price for the session - this is the price the pupils will pay
5. Enter a Price w/VAT - this is the price including VAT for staff and must be entered, even if staff will not pay
6. To add a further code, click the + sign and enter the code, e.g. L for Attending with Lunch
7. Click the down arrow under Code type and select Session code
8. Enter the Description and Price for the session
9. Use the up or down Display order arrows to change the display order
10. Repeat for further codes, if required
11. Click Done

Use any of the following codes:

Any letter A-Z
No numbers
Any of these characters:  ! " $ % ^ & * ( ) - _ + = { } [ ] ~ # : ; @ ' < > , . ? / \ ` |

5. Set Club Account Codes

1. Click Set account codes/VAT 
2. Select the required codes (if your Account codes are not displaying, refer to the section Add Account Codes then press your Browser's Back button to return to this page)
3. Click Done

6. Set Club Session Dates

a. Use the same Term Dates as for the Dinner Money module

1. Click on Set session dates
2. Select Merge standard term dates to use term dates and day closures already set up for use with SCO Dinner Money 

b. Set specific Term Dates for Extended Day

(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)

1. Click on Set session dates
2. Click the red Add button and add the dates that School opens and School closes
3. Enter a Description such as Autumn 1
4. Click Done

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.

1. Click Set key colour
2. Select the required Colour from the colour palette
3. Click OK

8. Set Club Online Options

1. Tick the Available online box, if you wish parents to book sessions or pay on 
2. 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.
3. 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)
   1. Tick View if you wish to to allow parents to view Preferences online
   2. 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
4. If using a Cohort rather than All pupils (see section Cohorts - you can set this part up later)
   1. Select Display cohorts not classes 
   2. Select the Cohorts tab above the Days of activity per week section
   3. Select the required Cohort
   4. Click on the General tab above the Days of activity per week section
5. Select Allow online code entry if you wish parents to book sessions online
6. Select Require positive balance if you wish parents to pay for sessions before they book, thus alleviating any debt
7. Select Exclude childcare voucher pupils to allow parents set up in SCO as CCV payers to book sessions without paying first
8. 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.
9. Click on Done

9. Add the Club Session

1. On the left of the screen click on <New session> displayed underneath the club name
2. Enter the Session name on the right of the screen, e.g. Morning
3. Enter a Session grid header, e.g. M
   Note: the grid header will display on the calendar on 
4. 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 session
   
5. Click Add session
6. Click on <New session> displayed underneath the club name
7. Enter the Session name on the right of the screen, e.g. Afternoon
8. Enter a Session grid header, e.g. A
   Note: the grid header will display on the calendar on 
9. 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 session
10. Click 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.

10. Configure the Club Session Codes Available Online

1. Select Pre-payment accounts
2. Click on the club created above
3. Click on Set sessions codes
4. In the Select online? column tick any session codes to make available for parents to book online
5. Select a Session code colour - this will show online to parents when they book their sessions
6. Click on Done

We recommend logging on to your  account to check the settings selected above for Extended Day prior to notifying parents.

Proceed to Set User Permissions for Extended Day

For further help see:

SCO Modules

FAQs