Activities, clubs and after-school classes
Offer in-school activity choices and after-school classes, free or paid, with seats, waiting lists, sessions, attendance and assessments. Parents enrol and withdraw on the app or the portal, and activity fees go on the fee account.
PLANSScale only
The problem it solves
- Choosing music, skating or chess for 600 students is done on paper slips, and popular activities are over-full.
- Parents pay for the abacus class in cash to the trainer, and the school has no record.
- Nobody knows which students actually attend the Saturday football batch.
- When a seat frees up, the next family on the list is not called.
How it works
- The coordinator sets up categories and activities, then creates an offering: level, period, mode, instructors, seats, who can join and the fee.
- For a whole grade, a selection plan lets families choose, for example one activity from each of three groups, between the dates you set.
- For other offerings, the coordinator clicks Open Enrolment. Families ask for a seat on the portal or in the Campus app, or staff add students.
- A request is confirmed, held until the fee is paid, or put on the waiting list when full. If you set an approval chain, it decides first.
- Generate Sessions makes the classes from the weekly schedule. The instructor takes attendance on the web or in the app.
- Assessments, offline or online with a scored test, give marks, ranks and a level. Families see the results.
Everything it does
Activities and offerings
- Category kinds: In-school activity (class periods), Extra-curricular programme, Additional / remedial classes and Add-on sessions
- Each category gives defaults for timing, enrolment and fee, changeable on each offering
- Mode: In person (the default), Online, Hybrid or Material only (self-study), with an online class link
- Instructors on staff, or an external trainer or vendor
- Seats (0 means no limit), Waiting List (on to start with) and Minimum to Run
- Who Can Join: grades, sections, subjects taken, gender and age limits
- Remedial classes can be suggested to students who scored below a percentage in the subject
- A student is not enrolled in two offerings at the same time
- Study material and a note for parents
Choices and enrolment
- Selection plans by grade and section, with groups, Pick at Least and Pick at Most per group, and a total minimum and maximum
- First come, first served, or ranked preferences allocated after choices close by earliest submission or a lottery
- Students who got fewer than the minimum are marked Needs Attention
- Enrolment statuses: Awaiting Approval, Awaiting Payment, Waiting List, Confirmed, Completed, Withdrawn and Not Accepted
- Enrolment opens and closes on dates; families can withdraw until the date you set
- A freed seat goes to the first student on the waiting list by itself
Fees
- Free, one-time, monthly or per term
- The fee becomes a due on the student's fee account
- Confirm Seat Only After Payment holds the seat for 3 days to start with, then releases it to the waiting list
Sessions, attendance and assessments
- Sessions from the weekly schedule, shown as a calendar
- Present, Absent or Excused with remarks; excused sessions are left out of the attendance percentage
- Assessments with max marks (100 to start with), pass marks and a level awarded on pass
- Online assessments use a scored survey with a personal link; Sync Online Scores brings the scores in
- Publish Results ranks students and sets the Level Achieved
- Activity Analysis report and a ready-made Activities dashboard
Who uses it
Activities coordinatorSets up activities and offerings, runs selection plans, decides requests and publishes results.
InstructorTakes session attendance and enters assessment results for their offerings, on the web or the phone.
Parent or studentChooses activities, enrols and withdraws, pays the fee and sees attendance and results.
Fee officeCollects activity fees with the other dues.
Where you use it
- Web: Activities (Offerings, Enrolments, Selection Plans, Sessions & Attendance, Assessments, Reporting, Configuration)
- Parent portal: the child's activities page to choose, enrol, withdraw and see schedules, material, results and fees
- The Campus app for parents: Activities to join, follow, leave and make the school's choices (built and in testing, not in the app stores yet)
- The Campus app, staff view: My activities with session attendance, results, and requests for the coordinator
- Set-up from spreadsheets: activities, offerings with weekly slots and students already enrolled
What you control
Settings
- Per offering: seats, waiting list, enrolment dates, withdrawal date, who enrols and who can join
- Hold Seat for Payment (days): 3 to start with
- Whether a coordinator agrees to each request: the Activity enrolment approval chain, approved at once to start with
- Activities page for families: on, with a switch on the Entity's Parent & Student Portal tab
Approvals
- Activity enrolment: approved at once to start with; set Only For an offering so its requests wait for the coordinators or the levels you add
Notifications
- Choose Activities: to families when a selection plan opens, in the app, by push, WhatsApp, SMS and email
- Activity Enrolment Confirmed, Activity Seat Held - Pay Fee, Activity Seat Available (Waiting List) and Activity Cancelled: to the family, on the same channels
- Activity Class Reminder: to the family before a class, in the app, by push and WhatsApp
- Activity Assessment Result: to the family, in the app, by push, WhatsApp, SMS and email
- All go out at once; a person can switch off a channel such as SMS, and in-app notices always arrive
Questions
Can we run a choice of activities for a whole grade?
Yes. A selection plan gives families groups of activities with a pick limit per group. Seats go first come, first served, or by ranked preference after choices close, by earliest submission or a lottery.What happens when an activity is full?
With Waiting List on, the student waits in a numbered queue. When a seat frees up, the first student gets it and the family is told.Can we charge for after-school classes?
Yes. A one-time, monthly or per-term fee goes on the student's fee account. You can hold the seat until the fee is paid.Can instructors take attendance on a phone?
Yes. The staff view of the Campus app lists their activities with session attendance and assessment results. The app is built and in testing, not in the app stores yet.Can parents withdraw their child?
Yes, on the portal or in the app, up to the withdrawal date you set. After that they contact the coordinator.Related features
FEESTrips and events parents answer and pay forInvite classes to a field trip, an excursion or the annual day with a consent form and a fee. Parents agree and answer on the portal or the Campus app. The fee lands on their dues, and attendance fills itself in.FEESFee structures, instalments and concessionsWrite each class's fees for the year once, with term-wise or monthly plans, and every student gets the right dues. Sibling, staff-child and scholarship concessions, waivers and advance credit sit on the same fee ledger.APPS AND PORTALCampus app for parents and studentsOne app on Android and iPhone for parents and students: attendance, timetable, homework, results, notices, leave, meetings, fees and chat with teachers. A parent signs in once and switches between all their children, even in different schools of your group.APPS AND PORTALTeachers' appThe staff view of the Campus app puts a teacher's day on the phone. Today's periods and registers, homework, leave requests, parent meetings and chat with families are there, and each teacher sees only the pages their role allows.ACROSS SMARTMY SCHOOLApproval chainsHomework, circulars, leave, certificates, fee structures, concessions, refunds and revaluations go to the right people in the right order. You set the chains up without code. Every decision is kept with who made it, when and why.ADMISSIONS AND STUDENT RECORDSSet-up from spreadsheetsBring your school in from Excel: staff, classes, sections, subjects, students with parents, the timetable, this year's attendance, fees, marks and library. The whole workbook is checked first, and nothing is saved until every row is clean.
See your own school year run in it.
Tell us how many students you have, which classes you run and how you collect fees today. We will show you SmartMy School set up that way.