After-School Club Booking and Parent Portal, Made with AI

Mythex builds an after-school club's booking system, parent portal and website from a description of your sessions, schools and rules. Parents book termly days and extra sessions within your cut-off, keep their authorised collectors up to date, and staff check pickup on a tablet instead of a laminated sheet.

The daily problems an after-school club software has to solve

At 3.15 staff collect children from two or three schools at the same bell. By 6 they hand each child to an adult who must be on the list. In between there are registers, snacks, allergies and ratios, all usually on paper. Parents book fixed days for the term, then ask for a Thursday extra at 9 that morning, and numbers move with exam weeks, sports seasons and holidays. Breakfast club and holiday club each have their own times and staffing. The useful software is the one that keeps bookings, capacity, collection permissions and medical notes in sync and visible to the staff on duty.

Termly recurring bookings plus ad hoc sessions with a cut-off
Daily capacity tied to staff numbers and ratios
Authorised collectors maintained by parents, checked by staff
Allergy and medical notes visible to the staff on shift
Invoices from booked sessions with sibling discounts and vouchers
Trip consent captured as part of holiday club booking

What you can build for after-school clubs

Term bookings and extra days within your rules

Parents book set weekdays for the whole term and see which other days still have space. Same-day requests close at your cut-off, say noon the day before, and capacity follows staff numbers. Holiday club days can be booked singly or as a full week.

Build a booking system for my after-school club. Parents book fixed weekdays for the whole term plus extra one-off sessions until noon the day before. Each day has a capacity based on staff and a 1:8 ratio. Holiday club days can be booked individually or as a week. Include breakfast club as a separate session.

A parent portal that keeps the pickup list current

Parents add a grandparent for Thursday with a photo or password, and staff see it before pickup. Allergies, medical and dietary needs are shown to staff on duty, families report absences so nobody searches for a child who went home sick, and booking history and invoices sit in one place.

Create a parent portal for an after-school club where parents manage authorised collectors with a photo and password, record allergies and medical needs, report absences, and see bookings and invoices. Staff get a tablet view of today's children with collectors and medical notes.

A home page that answers 'do you pick up from my school?'

Put the schools you collect from and the latest pickup time on the first screen. Then session times for breakfast, after-school and holiday clubs, prices per session and per term, late collection charges, and plain descriptions of staff checks, ratios and collection procedures.

Make a website for my after-school club with the list of schools we collect from and our 6pm latest pickup at the top, then breakfast, after-school and holiday club times, prices per session and per term, the late collection fee, and a page on staff checks, ratios and how collection works.

Rotas built from tomorrow's bookings

Plan school collections first, since the gate is the moment of highest risk and tightest timing. The rota calculates staff needed from booked children and your ratios, flags short days, and treats full-day holiday club as its own pattern.

Build a staff rota for my after-school club that works out staff needed each day from bookings and our ratio, assigns staff to collect from each school at bell time, flags days that are short, and has separate full-day shifts for holiday club.

Holiday club trips with consent built in

Each trip has its own booking, extra cost and consent step. A child is not booked on the coach until a parent confirms, which ends the morning hunt for paper slips. Open evenings get a cap by room size.

Add holiday club trips to my after-school club app. Each trip has a date, extra cost and a consent step parents must complete before the booking is confirmed. Show staff a list of children on each trip with consent status and medical notes.

Invoices from booked sessions, not attendance

Monthly or termly invoices are built from bookings, with sibling discounts, late pickup fees and payments from childcare vouchers or government schemes recorded against the balance. State your refund terms on each invoice.

Make invoicing for my after-school club that bills each family monthly from booked sessions, applies a 10% sibling discount, adds late collection fees, records childcare voucher payments against the balance, and prints our no-refund-for-absence terms.

Children's data and safeguarding

Collection permissions, photos of collectors, allergies and additional needs are information about children, and childcare providers usually have specific registration and data rules. Ask Mythex for parent and staff logins, roles that limit notes to the staff who need them, and private storage for photos. Mythex does not certify compliance with childcare or data protection rules, so check what applies where you operate and describe your registrations accurately on the website.

Keep only what you need for each child
Show medical notes to staff on duty, not to every account
Store collector photos privately

From the sheet by the door to a tablet

Move the collection list first. Load each child with their authorised collectors, give staff a tablet view for pickup time, and ask parents to confirm their list in the portal before half term. Bookings and invoicing follow once parents have logins. Open next year's registration page in late spring, before families make other plans.

Questions

Can parents book after-school club sessions online?

Yes. They see which days have space and book within your cut-off and capacity. Describe your rules, such as termly bookings and notice periods, and the booking page follows them.

Can parents update who is allowed to collect their child?

Yes. The parent portal can let them add or remove collectors with a photo or password that staff check. Check the rules where you operate about storing children's information.

Can I take payment for sessions online?

Yes, by connecting a payment provider under your own account. Invoices can record voucher and scheme payments alongside card payments.

Will staff need training to use it?

The app is built around your own screens: today's register, pickups, medical notes. Most staff only need the tablet view, and you can simplify it further by asking.

Is it free?

You can build and publish on the Free plan with daily credits and no card. Pro is $25/month and adds a custom domain, code editing and phone apps.

Can parents use it as a phone app?

The app works in any phone browser. On Pro, Mythex can also produce Android and iPhone apps that open your published app.

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