My School Portal’s Clubs & Activities feature makes it easy to set up school clubs and activities and just as easy for parents and students to book them. You can choose how bookings are made, whether payment is required immediately, and which students can see and book each club.
Create A New Club Or Activity
Log in to My School Portal.
Click Admin Control Panel.
Click Extra Curricular, then click Clubs & Activities.
Click the green plus Add new Club/Activity button.
A window opens where you can define the core details.
Name The Club And Choose Checkout Type
In the pop-up window, enter a name for your club or activity (for example, Year 7 Chess Club or Spring Drama Club).
Choose the Checkout Type:
Immediate Booking and Payment
The club/activity is bookable immediately, and payment is taken at the time of booking.
Payment options available depend on what your school has configured (for example: Add to School Bill, WorldPay, Opayo (Sagepay), etc.).
Request Places Which Require Approval
Use this for clubs and activities that operate with a waiting list or require internal approval.
Parents/users request a place instead of booking instantly.
No payment is taken when this option is used.
Click Confirm.
Select Enable This Club/Activity to make the club available (you can disable it later if needed).
Add Club Details And Booking Rules
After confirming, configure the main options:
Description: Add a clear description in the text field, such as:
What the club/activity involves.
Any requirements (e.g. kit, equipment).
How often it runs.
Modify Checkout Type (if needed)
You can still change the Checkout Type (Immediate Booking and Payment vs Request Places Which Require Approval) at this stage if you selected the wrong option initially.
Gender Option
Choose the appropriate gender option if the club/activity is restricted (for example, boys-only, girls-only, or mixed).
Booking Start / Booking End
Use the date pickers to set when bookings can start and when they must end.
These dates control the booking window only – not when the club actually runs.
📌Note: The session dates (when the club or activity actually happens) are configured separately in the Options section and bulk management area for Clubs & Activities.
Restrict By School And Year Group
You can limit who is allowed to book this club/activity:
In Schools & Year Groups, select the school(s) and year group(s) you want this club/activity to be available to.
For example, limit it to Year 7–8 at Senior School.
If no year groups are selected:
All students will be able to see and book this club or activity (subject to any other portal-wide permissions).
Choose Where The Club Appears
Use Pages Displayed On to control where the club/activity is shown within the Clubs & Activities area.
In Pages Displayed On, select which Clubs & Activities pages this club should appear on.
For example, you might have separate pages for Before School Clubs, Lunchtime Clubs, or After School Activities.
If no pages are selected:
The club/activity appears on all Clubs & Activities pages.
Save The Club Or Activity
Once you have:
Named the club/activity.
Chosen the checkout type.
Enabled it.
Set description, gender, booking window.
Configured Schools & Year Groups and Pages Displayed On.
Make sure you save your changes (if a Save button is presented) or confirm the setup in the Clubs & Activities area.
Your club/activity is now ready for:
Users to book and pay immediately (if using Immediate Booking and Payment).
Users to request places for approval (if using the waiting-list/approval option).
Session dates and further options (like individual occurrences) can then be managed using the Options and bulk management tools within Clubs & Activities.