After School Club Booking System

What is an after school club booking system?

An after school club booking system is software that lets clubs take session bookings, keep registers, communicate with parents, and accept payments in one place. It replaces spreadsheets and phone bookings so staff can focus on running the club.

Reduce admin work

Using an after school club booking system for your after school club, breakfast club or holiday club gives parents a simple way to book and saves you time. Less time on phone bookings, spreadsheets, and chasing payments.

On average, after school clubs using Pembee get around 100 bookings a week. At 5 minutes per confirmation by email or phone, that's about 8.3 hours of admin saved each week.

Happier parents

Allowing parents to book 24/7 will increase their satisfaction and make them more likely to book again. Using an online booking system, parents can book children's wraparound care on their phone, tablet or computer. All they need to do is to select the sessions they wish to book their child in to, fill in or update their kids' details, and make payment. They'll receive a confirmation email with the details of their booking and can view all the sessions they've booked in their account area.

The best after school club booking system

Pembee allows you to create a site to take bookings for your after school club sessions. The initial setup is straightforward and shouldn't stress you out too much!

Create your after school club listing page in minutes

The booking pages for your after school club sessions can include pictures, downloadable documents and have content divided up into separate sections. Place limits for each session can be set to ensure they don't get overbooked.

Different tickets can be created, allowing you to sell after school club sessions individually or for an entire school term. You can also pro rata the tickets for the remaining sessions in the term period.

Upsell with add-ons, discounts, and session passes

More sales can be encouraged by creating discount rules that automatically apply a reduced price when a parent books multiple after school club sessions. You can also create 'sibling saver' discounts where a parent receives a discount on each additional child they book.

Discount codes can be set up to offer a fixed amount or percentage discount to a booking. If there's a child who has not attended for a while, this can be a great way to entice them back. You can also create discount codes with a limited date validity to encourage early bookings.

You can create optional add-on items for parents to purchase alongside any tickets, such as late pickup fee or an additional charge for refreshments.

You can also sell session passes where a parent can pay for a number of class credits up front and use them as they make bookings for the after school club sessions.

Collect customisable attendee information at checkout

You can collect customisable information from parents at checkout, such as the child's name, date of birth, school class and medical information. This information is then used to create a profile for the child, which is then used to create a booking. This is saved in the after school club booking system for future use, so there's no need for parents to re-enter this information each time they book.

Handle payments with ease

We integrate with a payment solution company called Stripe to enable you to take online payments by credit or debit card. They already provide this service to over 3 million websites so your parents should feel confident when paying online. There are also options to set up subscription payments or payment plans, to enhance your offering depending on parents' needs. Pembee also supports integrated Tax-Free Childcare payments, with no manual reconciliation needed.

Built-in parent communication and safeguarding tools

Each school staff can have their own secure admin account, with access rights set to match with staff profile. They can use our built-in parent communication tools to send class updates. In each class roster, teachers can easily record check-in and check-out times with one click. This enables real-time attendance management without the need for paper-based attendance tracking papers. Teachers can keep an eye on attendance level whilst focusing on child protection. You can also request parents to set up a pickup password for secure pick-up monitoring, helping you demonstrate commitment to safeguarding.

Powerful admin tools to organise your after school club

Automatic email confirmation: After completing a booking, parents will receive a confirmation email that includes details of the after school club sessions they've booked and any offline payment instructions (such as your bank details or childcare voucher provider information). You can customise this email template to include extra information such as anything they should bring to the first class. Parents will also be able to access the history of all bookings placed in the account area of the site.

Manage and create bookings as an administrator: As aafter school club manager, you can use the admin area to view and manage all bookings, and filter for outstanding payments. For parents who prefer to call, you can add the booking yourself and send a confirmation email. You can also send a payment link so they can pay by card without sharing card details over the phone.

Easily configure and share session registers: You can view a register for each session and customise the information shown on the register. To share the register, you can download it as a CSV or PDF document, or create staff member accounts so that they can access session registers. You can also restrict these accounts from viewing financial information or performing other administrative actions.

One-click notification email: Email all parents who have booked a session with one click — handy for reminders or updates.

Analyse business performance: You can use the reports to see how many bookings you have per session, revenue, and which activities are most popular and when demand is highest.

The data is yours and nobody else's

We don't store your data in an obscure or hard-to-access database. The after school club booking system UK based enables you to access exports of your bookings, parent and child records at any time. We will, of course, never pass on any of your data to third parties.

Get started today

Setting up a Pembee site is straightforward, and we're here if you need help. Our team (UK-based) aims to respond within a few hours. We have a Help Centre with guides on using the app, and you can book a demo to see Pembee in action.

Sign up today and explore the system - no payment details required, and no strings attached. We understand that cost is often the biggest barrier to adopting an after school club management software. This is why we offer a 30-day free trial so you can see the value Pembee brings before committing to a subscription plan. For 30 days, you will have access to all features of the after school club booking system free of charge.