Setting up Clubs for your District

Setting up clubs in your district can be done on the Setup -> District -> Activities -> District Activities screen.  This screen allows you to create sports or clubs for your district.  From here, you can assign the club to different schools.

Start by clicking on the Club Activities tab.  This will show you all the clubs that have already been created in your district.  Now click the Add Activity button.  This will pop up a box that will allow you to create your new club.  

The first drop down specifies the type of activity, a sport or a club.  Because you are already in the Club Activities tab, this will default to Club.  Next you will need to create a unique code and give the club a name.  For clubs, the Season field will show you all the district attendance cycles.  Clubs can be defined with any length of time and are not restricted to the Sports Seasons.

Once you add the club, you will see it appear in the list under the Club Activities tab.  By default, the club is added to all schools in your district.  You can see this on the right side of the table where it lists the number of schools that the club has been assigned to.  Click on the number of schools in order to add or remove this from the schools.  You can also assign the club an icon which will appear on the students information bar if they are participating.  You can also upload your own icons for use with clubs by clicking on the “Manage Custom Icons” button and uploading a .svg file.

Activity Levels

Activity levels are used mostly for sports, (Varsity, Junior Varsity, etc), but clubs can utilize this as well.  By default, there is one activity level for clubs, named Club.  You can add to this if you wish by going to the Setup -> District -> Activities -> Activity Levels screen.  For each level listed, there is a For Sports and For Clubs checkbox.  Simply check the levels that you wish to be applied to clubs and then those levels will be available when adding a club.  You can also add more activity levels from this screen.

School Club Setup Screens

Once the clubs have been added to the district, you can remove them from your schools if you need to.  Users can also add clubs to their schools from the School Clubs -> Setup -> Clubs screen.  From this screen, the user can only add or remove clubs from the district to the school that the user is currently in.  This is useful in case your users who are responsible for adding the clubs do not have security to the district screen.  Club can be added by clicking the “Add Club to School” button and selecting the clubs that you would like to be added.

Once your clubs have been added to the school, you can assign advisors or administrators to the clubs.  This is done from the School Clubs -> Setup -> Manage Staff screen.  Staff assigned to the se clubs will be able to access the Club Dashboard, which gives them the ability to communicate with the participating students and setup events from the club calendar.  There is no limit on the number of staff that can be assigned to a club.

Students can be imported into the clubs from the School Clubs -> Setup -> Student Import screen.  This screen allows you to upload an excel file with a list of Student ID’s into a club or to load a student list directly into the club.  This is a quick way to mass import students into clubs.

Manually Adding Students to a Club

Students can be manually added to a club from the Student Data -> Modify Student -> Clubs screen.  There is a “Add Student to Club” button on the top of the screen.  Click this to see all of the clubs available to the students current school.  Select the club and then the level for the club.  For most districts, there will only be one so the screen will default to that level.  The participated checkbox allows you to control whether the student is participating currently.  On the Club Dashboard, the staff assigned to the club can view only students who are actively participating so this would control whether the student appears on the screen or not.  Once you have filled out the information, add the club and then a record for this student will be added.