You can use Options in Clubs & Activities to customise how users book a club or activity. For example, you can:
Run a club on specific days of the week.
Allow block bookings (whole term) or individual session bookings.
Set different prices and cancellation rules per option.
Add A New Option To A Club/Activity
Log in to My School Portal.
Click Admin Control Panel.
Click Extra Curricular, then Clubs & Activities.
Open the club/activity you want to configure.
In the Options section, click +Add New Option.
Enter an Option Name (for example, “Mondays – After School”, “Full Term”, or “Tuesday Lunchtime Session”).
Configure Basic Booking Settings
Allow Users to Book This Option
Tick this check box if you want this option to be bookable by users.
Leave it unticked if you are setting it up in advance and don’t want it available yet.
Session Duration (optional)
Enter the length of each session (for example,
60minutes) if required.
Type
From the Type drop-down, select one of:Block Booking – Users Must Book Consecutive Sessions
Use this for fixed blocks, such as a full term or week of sessions.
Users book the entire block as one booking.
Individual Booking – Users May Select Individual Sessions
Use this for one-off or pick-and-mix sessions.
Users choose which specific dates they want, one by one or as multiple selected sessions.
Set Pricing
You can use one or both of the following:
Price Per Booking
Enter the total price for the booking.
This can include any admin fees you need to charge.
Price Per Session
Enter the price for each individual session.
This can be used on its own, or as well as the price per booking if you have a combined pricing model.
Extra Codes (Optional)
Enter any additional codes required by your finance setup:
VAT Code.
Ledger Code.
Cost Centre Code.
Fund Code.
Analysis Code.
These fields help your school account for club/activity income correctly.
Control Days, Dates And Booking Window
Only Include Sessions On Specific Days Of The Week (optional)
Tick this if the option should only apply to particular weekdays (for example, Mondays and Wednesdays).
Choose the relevant days when prompted.
When Does This Option Start/End
Enter the start and end dates for this option.
The date range is inclusive, so both the start date and end date are included.
Number Of Days Before Session That Booking Opens
Enter how many days before each session users are allowed to start booking.
Bookings cannot be made before this threshold.
Number Of Days Before Session That Booking Closes
Enter how many days before each session booking should close.
Bookings cannot be made after this threshold.
These settings give you fine control over how early users can book, and when booking is no longer allowed.
Configure Cancellations (Optional)
Tick Can Users Cancel Bookings For This Option? if you want users to be allowed to cancel bookings themselves.
Choose whether users can cancel:
Individual sessions, and/or
Future sessions in a block.
Set a minimum cancellation notice period (in days).
This defaults to 0 days if you don’t change it (meaning same-day cancellations may be allowed, depending on your setup).
Save The Option
Review all the settings for the option:
Name.
Booking type (block vs individual).
Pricing.
Dates and days of the week.
Booking open/close windows.
Cancellation rules.
Make sure Allow Users to Book This Option is ticked if you want it active.
Save your changes on the club/activity.
Your new option will now be available according to the rules you’ve set, giving users a clear, structured way to book the club or activity.