Choose Preference when families rank choices and staff allocate places fairly, or Instant Book when places are confirmed and paid at booking.
When creating an activity signup, it is important to first decide which selection method you will use—Preference-Based or Instant Book.
Below is an introduction to the two modules:
Preference-Based Selection
With this method, parents or students can select multiple activity choices per day (up to 5) based on their preferences. Eventually, they will be allocated to only one activity, but this provides backup options in case their first choice is oversubscribed.
Key Benefits:
- Allows parents to submit preferences without the pressure of signing up immediately.
- Reduces the risk of missing out due to timing issues.
- Encourages balanced allocation rather than first-come, first-served availability.
Below is an example of a parents' selection page, each student can rank activities from 1st to 3rd preference:
Once students have completed their selections, staff must run the allocation process.
SchoolsBuddy’s allocation method prioritises students' first preference. If a first-preference activity is full, the system will allocate their second preference, then third, and so on, ensuring a fair and unbiased process.
After allocation, staff can manually adjust assignments if needed. However, parents will not receive notifications about these changes at this stage.
We recommend keeping the sign-up open for about a week, so staff can chase families who have not made their choices. Before you tell parents the results, you can review oversubscribed groups, add groups or change place limits, then run the allocation again.
Instant Book
In an Instant Book container, students select their desired activities, and their places are immediately confirmed upon booking completion. If there are chargeable activities, the charges can be collected upfront as well if you have linked a payment gateway.
Places are given on a first come, first served basis. A child only gets a place if the booking is confirmed while places remain.
Key Benefits:
- Students' bookings are instantly confirmed in the parents' diaries.
- New students can make bookings directly on SchoolsBuddy, even after the initial signup phase.
- Upfront payment is available (no need to chase payment).
Comparison table:
Here is a breakdown of the differences, along with the pros and cons of each allocation method:
|
Preference |
|
|---|---|
|
Pros |
Cons |
|
No competing against others for parents |
No option for upfront payments |
|
Re-submission of preferences |
Allocation required |
|
Staff can control activity assignment |
New bookings must go through staff |
|
Instant Book |
|
|---|---|
|
Pros |
Cons |
|
Upfront payments available |
Time pressure for parents |
|
Instant confirmation for parents |
No control for staff over student assignment |
|
No allocation is required for the staff |
No re-submission for parents |
|
New bookings can be made directly |
|
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