Clubs & Activities

Clubs & Activities is where a school runs everything students do beyond graded subjects — football, theatre, chess, choir, robotics, workshops. Students join, a monitor takes attendance, and the school keeps a clean roster for each year.

It is off by default and switched on per school, so nothing changes for a school that does not use it.

How it works

＋ Create Name, type, eligibility, seats, schedule
🙋 Join Students request or staff add; seats are counted
✔ Take attendance Mark each meeting on the month register
📄 Review & export Per-student summary, PDF or Excel roster

A coordinator creates a club and sets who may join, how many seats it has and when it meets.
Students request to join (or staff add them). Seats are counted and requests wait for approval.
A monitor takes attendance on the month register for every meeting.
Everyone with the right access can review the numbers and export the roster.

Two kinds of clubs

Type	When it runs	Typical use
In-school	During the school day, inside a timetable period	Programmes such as JEC workshops (“Taller JEC”)
After-school	After regular classes; optional for students	Extra-curricular activities (“Extraescolar”)

Turn it on

Open Settings → Clubs & Activities.
Switch the module On. A Club Monitor position is created for you — give it to the staff who run clubs.
(Optional) Write the school-wide rules that appear above every club’s own rules.
Review Who can do what (see Access and permissions).

A Clubs & Activities link now appears in the sidebar under Scheduling.

Create a club

Click New club (or pick a template: Football, Theatre, Chess, Choir, Robotics). The form is organised in seven sections.

Section	What you set
Basics	Name, category (sports, arts, music, dance, drama, science, technology, academic, culture, community, other), type and description
Who can join	All students, or specific grades or classes
Capacity & place	Number of seats (leave empty for unlimited), room and a free-text location
Schedule	One or more weekly slots — a day plus start and end time
People	Monitors and co-monitors (staff)
Rules	The club’s own rules, and whether students must accept them to join
Images	Logo and cover picture

A club belongs to one academic year, so each year starts from a clean list.

Joining a club

How	What happens
Student requests	The request shows under Requests until someone approves or rejects it. If the club requires it, the student must accept the rules first.
Staff add	Students are added straight to the club if they are eligible and a seat is free.

Seats are enforced. When a club is full, approvals and additions are refused. A student who was rejected or dropped can request again.
Eligibility is enforced. Only students in the allowed grades or classes can join.
Rules are versioned. When a club’s rules (or the school-wide rules) change, members are asked to accept the new version.

The club page

Every club has its own page with up to four tabs:

Tab	Shows	Seen by
About	Description, who can join, when and where, monitors, student leaders, rules	Everyone with access
Members	The roster; add students, set leader titles, remove members	Staff, and students if the school allows it
Requests	Pending join requests to approve or reject	People who can approve
Attendance	The month register and per-student summary	Monitors and anyone granted attendance

Leader titles (Captain, Vice-captain, President, Secretary, Treasurer, or your own wording) are recognition only — they do not give extra permissions.

Taking attendance

Open a club and choose the Attendance tab. It opens on the Month register — the same register used for class attendance, so it will feel familiar.

Pick the month and year.
Each day the club meets is a column. Today is highlighted with quick P / A / ½ / L buttons; click Mark All Present to start from everyone present.
For other days, click a cell to cycle Present → Absent → Late → Excused → blank.
Click Save changes. Only the days you touched are written.

What the statuses mean

Status	Meaning	In the month % column
P Present	Attended	Counts as 1
A Absent	Did not attend	Counts as 0
½ Late	Arrived late	Counts as ½
L Excused	Absent with a reason; add a note	Shown, still counts toward the register days

Cancel, reinstate and extra sessions

Cancel a day with the ⊘ icon under its date. Its marks are discarded, so nobody is counted absent for a meeting that did not happen. Use ↻ to reinstate it.
Extra session adds a one-off meeting outside the weekly schedule (for example a tournament). Pick the date and time, mark it, and it appears on the register.
Past days can be filled in or corrected by anyone who can take attendance. Future days cannot be marked.

By student

The By student view totals every held session: present, late, absent and excused per student, plus an attendance rate. In this view late counts as attending and excused sessions are left out of the rate.

Access and permissions

You decide who can do what — nothing is open by default except viewing. Permissions are granted to positions in Settings → Positions; the owner always has all of them.

Permission	Lets someone
`clubs:view`	Browse clubs and open club pages
`clubs:manage`	Coordinator — create, edit and delete any club, assign monitors. Includes every right below.
`clubs:settings`	Turn the module on or off, edit school-wide rules and the access policy
`clubs:approve-requests`	Approve or reject join requests in any club
`clubs:enroll`	Add and remove members in any club
`clubs:enroll-own`	Add and approve only the teacher’s own homeroom students (needs a homeroom)
`clubs:view-members`	See the full member list of any club
`clubs:attendance`	Take and correct attendance in any club
`clubs:export`	Export rosters as PDF or Excel
`clubs:join`	Students request to join a club

Defaults

Role	Default access
Owner	Everything
Manager, partner	View only — the owner grants more
Teacher, class teacher	View, plus add and approve their own homeroom students
Registrar, counselor	View
Student	View and request to join
Parent	View

What monitors can do

A club’s monitors (staff assigned to that club) get their rights from the access policy in Settings → Clubs & Activities → Who can do what. Each switch applies to all monitors in your school.

Switch	Allows a monitor to
Edit the club page	Change description, rules, schedule, location, images and join settings
Approve or reject requests	Decide requests for their club
Add and remove members	Add students directly and remove members
Set leader titles	Give members titles such as captain
Export the roster	Download the club roster
Take attendance	Use the month register

A monitor can never change a club’s name, type, eligibility, capacity, room, status or monitors, or delete the club — those stay with the coordinator.

What students see

Choose separately for students in the club and for everyone else:

Setting	In the club	Everyone else
Club appears in the list	Always	Switchable (off hides the club from non-members)
Schedule and place	Switchable	Switchable
Member list (names and class only)	Switchable	Switchable — off by default
Student leaders	Switchable	Switchable
Can request to join	—	Switchable

Admission numbers are never shown to students, whatever you choose. Staff with a clubs permission and a club’s own monitors always see the full club.

Exporting

Use Export on a club page for that club’s roster, or Export on the Clubs page for every roster, as PDF or Excel. Exports list active members only, with name, admission number, class, grade and leader title.

Exporting needs the clubs:export permission (or the monitor Export the roster switch, for a monitor’s own club).

Frequently asked questions

Why can’t a teacher see the Add students button? A teacher only gets it for the club if they are a monitor with that switch on, hold a clubs permission that allows it, or have a homeroom — then they can add and approve their own homeroom students only.

Why does a day show ”—” on the register? The club does not meet that day, or the meeting was cancelled. Add a weekly slot to the schedule, add an Extra session, or reinstate the day.

Why is a student missing from an old day? Every current member can be marked on any past meeting. A student who left shows only if they were marked before they left.

Do clubs affect report cards or school attendance? No. Club attendance is separate from class attendance and never changes a grade or a daily record.

Can I run a club without timetable periods? Yes. A club’s schedule is informational — it does not block rooms or teachers in the timetable.