Email: info@kidsclub.me
Phone (office hours): 03333 407 409
Visit https://kidsclub.me/register and enter your name, personal email address, and a secure password to create your account. This will be your own account - do not share your login details with others.
After creating your account, you will be prompted to create your organisation. You will become an administrator of this organisation and can add additional users or administrators later.
Access to the organisation is managed by inviting users or administrators, with different access permissions as follows:
Log in and click "Users" in the top navigation bar. Users have access to all clubs in an organisation, so you do not need to re-add users for each club.
Invite new users by entering their email address and selecting a user type (administrator or user). An invitation will be sent to their email address with a unique link to create a user account.
It's a good idea to let the person know they will receive an email, and they should check their spam folder if they don't receive it. The email must not be shared, as using the invitation link will allow access to your organisation.
Log in and click on "Add new club".
Clubs can be one-off or recurring. Examples of one-off clubs could be a summer holiday club or a weekend camp, whereas a recurring club could be a weekly Sunday School or youth activity club.
Enter the name of the club and a description. These will be shown to parents/guardians on the registration(signup) form. Enter a response message that is shown after signup and sent to the parents/guardians via email.
For one-off clubs, enter the start and end dates of the club - these must be in the future and within 30 days of each other. Choose dates for registration form to open and close. Registration can remain open during the club to allow new kids to be registered after the club has started.
Optionally, add a header image (up to 1MB, png recommended) to be shown at the top of the registration form, e.g. a club logo.
You can choose to add custom fields to the registration form. The only default required field is the attendee/child's name. Fields can be text, date, select (dropdown), or multiselect (checkboxes), and can be set as required or optional.
Think carefully about what information you require, as the form cannot be edited once signups have been received. Only collect data that you actually need.
Click "Save".
Payment is required before your signup form is active. You can share the signup link but parents/guardians will be unable to register their children until you have paid for your club on KidsClub.me. Any administrator can pay for a club.
Payment is on a per-club basis. If you want to run multiple clubs, you need to go through the process of creating each club and making a separate payment for each. Organisations can run as many clubs as they want, either recurring or one-off.
Credit/debit card payments are processed securely by the payments processor Stripe. KidsClub.me does not have access to your payment information. Click "Pay Now" and you will be redirected to Stripe to enter your payment information. You will receive an email receipt from Stripe.
You can see your payment history and manage recurring club subscriptions by visiting your user profile and clicking "Billing Portal".
Attendees (kids) are normally signed up by their parent/guardian using the club's link, which can be shared by email, social media, etc. Alternatively, any user or administrator can go through the signup process on behalf of the parent/guardian.
Parents/guardians can register multiple children at the same time.
Creating groups is optional, but if you want to be able to assign children to groups, follow these steps.
When viewing a club, click on "Groups" in the left menu. Click on "Add new group" and enter the name and description of the group. You can also select a colour to show next to the group name for easy identification.
Before you can check-in children, you need to create sessions.
One-off clubs can have multiple sessions between the start and end date. When viewing a club, click on "Sessions" in the left menu. Click on "Add new session" and enter the name, start time, and end time. These must be within the start and end date of the club.
Recurring clubs can have multiple weekly or monthly sessions. When viewing a club, click on "Recurring Sessions" in the left menu. Click on "Add new recurring session" and enter the name, times, and choose which day of the week/month the session is on. You can also select a group when creating the recurring session - you will then only see attendees in the selected group for check-in. New weekly/monthly sessions are automatically created as soon as the previous session is finished.
Any administrator or user can mark attendance using the check-in page. The next available session will be automatically selected and displayed at the top of the page.
When viewing a club, click on "Go to check-in". You will see a list of all children which can be filtered using the search bar.
Clicking on a child's name will bring up their details which can be edited if required. Once you have clicked "Check In", the button will change to show the time of check-in and their name will show a green background in the list.
Check-in can be done on multiple devices at the same time. Edits and check-ins are shown immediately on all devices that are viewing the check-in page.