Preference - Post Allocation Join Requests

Join Request is a feature that lets students request to join an activity after the signup period has ended—for example, if they joined the school mid-term or missed the original sign-up.

When a parent or student submits a Join Request, both the activity teacher and any staff with Join Request Admin permission will receive an email asking them to accept or reject the request.

• Activity teachers can respond to requests for their own groups only.

• Join Request Admins can manage requests for all groups. 

Once a decision is made, an email is sent to the parent to let them know whether the request was accepted or rejected.

⚠️ Please note:

1. External providers (staff with an “external” role) cannot accept or reject Join Requests. In these cases, the admin team will need to manage the approvals.

2. If you prefer to keep the ability to accept or reject Join Requests restricted to the admin team only (and not the activity teachers), please contact help@schoolsbuddy.com and we can disable this setting for you.

3. If you accept a student into a chargeable activity after fees have already been generated (see this article), please remember to manually apply the charge to their account via Quick Charge.

Enabling Join Request:

1. Container Level

1. Click the 'Activities & Clubs Admin' tab in the left-hand side menu or from the main page below the Diary section. 

   

2. Click the 'Edit' tab next to the container you wish to turn on join requests for.

   

3. Select the tick box and click the green 'Save' tab at the bottom of the page.

   

4. Now the container will show that join requests are turned on.

   

2. Group/Activity Level

5. Click the 'Manage' tab for your selected container.

   

6. Click the 'Edit' tab next to the group/activity you wish to turn on post allocation join requests.

   

7. Click the ‘Allow post allocation join requests’ tick box. By default, activities that are full will be hidden from join requests, but you can untick ‘Hide once full’ if you still want to allow requests.
   

   

8. When your preferred options have been selected, click the green 'Save' tab at the bottom of the page.
   
9. In the 'Groups' tab of the container, it will now display that join request are available.

   

Accepting/Rejecting a Join Request

You will receive a notification when a post-allocation join request has been submitted if you are:

• A Signup and join request admin
• Assigned as a staff to the activity

To respond to the join requests, please

1. Click the 'Reception' tab in the left-hand side menu or from the main page below the Diary section. 

   

2. Click the 'Join Requests' tab.

   

3. From there, you will see a list of Pupils who have requested to join particular groups.
4. On the right-hand side, you'll find the green 'Accept' or red 'Reject' tab.
   • As a join request admin, you will be able to accept or reject all of the join requests.
   • The lead organiser of a Group/Activity will only be able to accept or reject their own activities/groups.
5. Before accepting or rejecting a request, click the green icon next to the student’s name to view their profile and their current group memberships.
6. In the student’s profile, click the ‘Diary’ or ‘Groups’ tab to see their current activities. If there’s a clash with the requested activity, you should either reject the request or remove them from the existing activity.
7. Once you accept or reject a request, the parent or student will receive an email informing them of the decision.