In this article, we'll walk you through the steps to add new groups into a container. This typically happens after creating a preference-based container, where the next step is to add groups (activities). You might also use this process partway through a term if you need to introduce a new activity.
Please follow the steps below:
- On the homepage, click the main menu icon at the top left-hand corner of the page.
- Click the 'Activities & Clubs Admin' tab or the 'Activities & Clubs Admin' icon on the homepage (this may be labelled differently due to your School's preferences).
- Click the 'After School Clubs (Preference Based)' tab (Please note, this may be labelled differently depending on your school settings).
- Click the 'Manage' button on the container you wish to add activities to, located on the right hand side.
- Click on the Groups/Clubs tab in the Activities & Clubs panel.
- Click the 'Add' button, located on the right-hand side.
Fill in the following details as follows:
- Title: Name of the activity. We recommend including the group’s demographic in the title, especially if you have multiple activities with similar names (e.g. Baking Club – Monday, U12 Boys Football), as this helps staff and parents quickly identify the correct group.
- Description: Description of the activity
- Day: Select which day the activity will run on.
- Start time & End Time: This will be set to the time listed in the Container settings, however, it can be changed later, if required.
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Staff Members: Click the Staff Members button, select the relevant staff by clicking the
icon next to their name, then click Save.
- Lead Staff Member (visible to parents & students during signup): The teacher leading the activity. Please note, this can only be one of the staff members selected in the previous step.
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Location: If the location that you want to set for the activity is not listed, you will need to create the location on SchoolsBuddy. Please read this article for more information about how to do this: Create Event Locations in SchoolsBuddy
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Add another event linked to this one': If this activity happens more than once a week with the same group of students, add the other days for the group.
Note: Linked events must be on different days—multiple time slots on the same day can't be linked to the same activity. - Allow post allocation join requests: Leave it checked. Unless this activity strictly does not accept mid-term joiners.
- Hide post allocation join requests once full?: Leave it checked. Unless you're happy to accept more students than the set place limit for this activity.
- Number of places: Number of places available in the activity.
- Minimum places: Minimum number of places for the activity to take place.
- For information/Invitation Only - Users can view but not select: Check this box if this is an invitation-only activity or a compulsory activity. Please click here to find more information about this.
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Eligibility:
- Available to: Click the tab to open a pop-up. Use the search and drop-down menus to choose who can select this activity (e.g., Year 1 - Year 3, then only those students will be able to see/select it). When finished, click the green 'Continue' tab.
- Prerequisite: If there are any previous or current groups that students must be in besides the available group to join this activity, select the relevant group. (eg, select Junior Swimming as the prerequisite to Advanced Swimming)
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Unavailable to: If this activity should not be available to students in any previous or current group, please select it here. (eg, if students who joined Cooking last term cannot join again this term.)
- Gender: Select the eligible gender for this activity, or leave it as Mixed if it's not gender specific.
- Cost type: Please select between'Free' or 'Per term/year' if you are using the Fees Module.
- Cost: The fee for the the activity costs per term/year.
- Includes Tax : Check this box if the price includes tax (for reporting purpose)
- Activity: Select the type of sport or activity. This field is only relevant for sports; for other activities, it's used for reporting purposes only.
- Group Code & Billing Code: Your school's finance department may require these to be filled in for their reference.
- Once the correct details have been entered, click the green 'Save' button.