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The Clubs, trips and activities management platform

Adding a club

To create a club, you will need to go to console.squadintouch.com then from your dashboard you can go to the ‘Clubs’ tab.

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From the clubs tab you will see a list of all the clubs you have added, you can see down the right hand column the status, it can either be ‘Active’ or ‘Draft’:

  • Active – A club is on your calendar, you can no longer edit information from this section you will need to edit them by going to app.squadintouch.co.uk and edit the club from within your calendar and either saving settings for one week of the club or for all upcoming (see a separate guide for this)
  • Draft – The club is not yet in the calendar and parents / students can’t yet see it. You can still manage registers, edit any settings as well as send and manage booking invites.
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Using the ‘Actions’ button click on the ‘Create Club’ option. From there it will pull up a clubs creation form, this will enable you to input the criteria for the students you will be able to invite / add to the club.

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Once you have entered all your information, click save and you have created your club. NB; Please use the Ctrl or the shift button on your keyboard to select multiple age groups and weekdays.


Sending booking forms – multiple clubs

Once you have created your clubs you will then be able to send booking forms, please note if you don’t need to send a booking form you can just move onto the ‘Adding students to clubs’ section.

Firstly click on the draft clubs you would like to send booking forms for.

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Next click on the ‘Actions’ button and select ‘Send invites

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You will then get a pop up box that will let you know how many users will receive booking forms. Click send and then await for parents / students to respond. Please note, booking forms will go to all parents / students who fit the criteria of the club. If you would like to send club invites to specific users, then please see the next guide on how to send booking forms for one club.

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Sending booking forms – one club

Once you have created your clubs you will then be able to send booking forms, please note if you don’t need to send a booking form you can just move onto the ‘Adding students to clubs’ section. If you would like any personalised questions to be added to the booking template then please see the relevant guide.

Select the club you would like to send booking forms for.

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Then click on the ‘Eligible students’ tab from here you will be able to select the students you would like to send booking forms to, once selected click ‘Actions’ > ‘Send messages’

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Adding personalised questions to your clubs booking form

To add your questions go to app.squadintouch.co.uk and go to the ‘Console’ from there click into ‘Clubs template’

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Then type in your question in the ‘Heading’ section, ensure you put sufficient details in this column as when you come to select the question this will be how you know which question you’re selecting. Choose whether you would like it to be a required question for parents / students to answer. Also, you can select if you would prefer this to be a question that is available by default.

The options for the type of questions are as follows;

  1. String – this means the answer type is free-type
  2. Number – they can choose from numbers
  3. Boolean – Yes / No answer
  4. Enum – you can pop the answer choices in the box and separate each answer choice by the use of a comma.
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NB; You can add as many questions as you need.

Sending Booking from with questions

To send questions you will need to go to console.squadintouch.co.uk click on the specific club and then select ‘Eligible students’

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Either select all students or choose the specific students you would like to send booking forms to, then click ‘Actions’ > ‘Send Messages’

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You will then be able to select your chosen questions as well as pop in a deadline dead for bookings to be received by – please note no booking form will be able to be filled in by parents once this date has passed

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Once booking forms have gone parents / students will have a notification and email to let them know they have a new message in their Squad In Touch account


View booking forms and answers to questions

To view booking forms go to console.squadintouch.co.uk and then select the event you would like to view booking forms for, then click on ‘Booking’

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From the booking page you can then see who has accepted / rejected the club booking form;

  • Accepted; they would like their child / the student would like to attend the club
  • Rejected; They don’t want to book the club
  • Pending; Still awaiting a response

Please note, from this page you will only be able to see the details of the accounts who received a booking form, if a student’s name is not there this is because no account is linked to them. Also, from this page you can also see this club priority for the student (1 being this is their first choice)

To view the responses to questions, click on your chosen student and their responses can be seen at the bottom of the screen.

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Adding students to the club register based on invitation

You can bulk add students to multiple registers for different clubs firstly if you go to the ‘Invitations’ section, this is where you can manage which students will be attending the club. Please see the screen shot of the table below to describe the sections.

Firstly we will start with the ‘Invitation status’ column, from here you can see the responses from parents, the three different options that will appear in this column are; - Accepted - Pending - Rejected

The priority column allows you to see the parent/students preference of whether it is their first, second or third choice of club

Finally the participant column allows you to see if the student has already been added to the club, students will remain within this list regardless of whether they have been added to a club already or not, once the club has been activated then the students will be removed from the list.

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You can use the filter boxes to filter based on invitation status or other aspects

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To add students to clubs simply click in the boxes of the relevant students, please note you won’t be able to add students to a club if they are already a participant. Once you have checked the relevant students click ‘Actions’ > ‘Add to club’

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Adding students to an individual club

When adding a student to a club based on an individual club you won’t need to have sent a booking form in advance you can add students by clicking on your chosen club, then select ‘Eligible Students’

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From here simply select the students you would like to add to the club, then click ‘Actions’ > ‘Add to club’

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Activating your club

When you are ready to activate your club you can either activate one club or multiple. Please ensure when activating a club that all details are correct and also that you have sent and received all booking forms. You are still able to make any changes via app.squadintouch.co.uk from within your events calendar. Once a club has been activated you will no longer be able to manage invites or send invites to parents / students. Once a club has been activated it will then appear in your Squad In Touch calendar and it will appear within the relevant student and parent calendars.

Once you activate a club, all the parents, students and staff members involved within the club will receive a notification.

To activate one club, select the club you would like to activate, click on ‘Club Events’ and then select ‘Activate’

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To activate multiple clubs, select all of the clubs you would like to activate, click ‘Actions’ > ‘Activate Clubs’

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Registers

To mark a register you will need to go to app.squadintouch.co.uk or the Squad In Touch app.

Web portal - From the website go to the ‘Events’ tab and click on the relevant day of the club, then click into the club.

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Once in the club, click ‘Actions’ > ‘Close’ and park the relevant students as present. Once you have saved the register students marked as present will be at the top of the list and those who are absent will be at the bottom.

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App - click into your chosen club and select the dots in the top right corner, click 'Close' and add your attendance mark

Please note that when adding an attendance mark parents will be able to see this via their app.

Changing club information once a club is active

Once a club has been activated you can still edit information, however you will need to do it from app.squadintouch.co.uk. You can either change information for all future clubs or just for one specific week, if you're changing information for all upcoming clubs then select the earliest day it is taking place and click into the relevant activity.

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To edit information, click on the edit pencil which will then enable you to edit any information you need to. and edit any information then click

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Once you edit the information and click save, another section will pop up allowing you to either save the information for just one event, or for all upcoming events

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If you would like to edit the students within the register, you can do that for one or all upcoming clubs as well, click on the edit pencil across from the register

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This will then take you to the student selection form, students on the left are involved within the activity, students on the right are not. You can select students and use the arrows at the bottom of the box to move students in or out of the club. You can then choose below if this is going to be a change for all upcoming clubs or just for the one you are editing.

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Actions

The actions button within a fixture allows you to undertake multiple tasks;

  • Create Event like this - Mimics the event details and self populates the event creation form, providing you don't edit the criteria of the event (year groups, gender sport type) the team sheet will also be populated.
  • Close Event - Add scores to your event
  • Send Consent request - Request attendance permission from parents
  • Cancel event - Sends a notification out to all users linked to the fixture that the event has been cancelled, the event will then remain in all users calendars however it will show as cancelled.
  • Cancel event and edit notification list - Sends a cancellation notification out to your chosen users
  • Send Event notification - Customise a notification and then select users you would like it to be sent to
  • Print - PDF printable teamsheet
  • Download CSV - Download the teamsheet in spreadsheet format

Consent requests

Sending; to send a consent request click into your chosen event / club / activity and click the 'Actions' button, from there you will see 'Send consent'. If you would like to send additional questions then you can do so by selecting /Manage additional questions' this will then enable you to choose which questions to send. Please note you can add your own consent questions as explained in the sports and fixtures guide.

Receiving; Responses to your consent request can be found in two places;

  1. They can be found at the bottom of your fixture page under 'Parental Responses'
  2. The can also be found in the 'Messages' section of your Squad in Touch account - please note responses for all events are here so if you would like to view specific responses it is best to go into your chosen fixture / club page.

Receiving availability reports

If a parent / students (based on your school settings) send you an availability report then like with consent responses they can be found in two places;

  1. They can be found at the bottom of your fixture page under 'Availability Reports'
  2. The can also be found in the 'Messages' section of your Squad in Touch account - please note responses for all events are here so if you would like to view specific responses it is best to go into your chosen fixture / club page.