Help & Support

Contact details:

Email: [email protected]

Phone (office hours): 03333 407 409


Getting started guide

  1. Create an account and organisation
  2. Add users and administrators
  3. Set up a club
  4. Payment
  5. Register attendees
  6. Set up groups
  7. Set up sessions
  8. Check-in

1. Create an account and organisation

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.

2. Add users and administrators

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.

3. Set up a club

Log in and click on "Add new 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.

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.

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".

4. Payment

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, each lasting up to 30 days.

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.

5. Register attendees

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.

6. Set up groups

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.

7. Set up sessions

Before you can check-in children, you need to create sessions. Your club can have multiple sessions between the start and end date, and attendance can be recorded at each session using the check-in page.

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.

8. Check-in

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.