“We were worried about how easy a booking and admin system would be for our admin staff and parents to use. What we found is that Kids Club HQ is an easy to use parent-led system that saves us lots of time. The support team are excellent and respond quickly to our requests.”
Goodbye admin, hello digital efficiency.
See how your club could run smoothly with Kids Club HQ.
How to prepare for your busiest weeks and how Kids Club HQ helps you get there with confidence.
Summer is just around the corner, and for many clubs it’s the most exciting (and energetic) time of the year. Longer days, bigger groups, new faces, returning families and a whole lot of planning behind the scenes.
At Kids Club HQ, we work with clubs across the UK who run brilliant summer programmes. And while every club is different, the ones that feel calm, organised and joyful all have one thing in common: a clear plan that puts children, staff and families at the centre.
Here’s your guide to getting summer‑ready, with simple tips on how Kids Club HQ can make each step easier.
1. Start with the Essentials
Before the glitter, water play and outdoor adventures, it’s the foundations that matter most.
- Policies reviewed and shared
- Staff training refreshed
- Ratios and rotas confirmed
- Risk assessments updated
- Emergency procedures checked
How Kids Club HQ helps:
All your key child information – medical notes, permissions, contacts and safeguarding flags – sits in one secure place. No more chasing paperwork or cross‑checking spreadsheets the night before you open.
2. Make the Parent Experience Clear and Simple
Parents want to feel confident from the moment they book to the moment they collect.
- Clear pricing and session times
- Welcome emails with what to bring
- Easy ways to ask questions
- Daily reminders and updates
How Kids Club HQ helps:
Parents receive automatic confirmations and reminders, and you can message families directly from the system. Fewer last‑minute questions, smoother mornings, happier parents.
3. Build a Balanced, Engaging Timetable
Children thrive when the day has a rhythm and plenty of choice.
- Active sessions
- Creative time
- Outdoor play
- Calm spaces
- Wet‑weather alternatives
- Age‑appropriate options
How Kids Club HQ helps:
Use the system’s session and extras tools to plan different activity types and keep track of numbers. You’ll always know how many children to expect for each part of the day.
4. Support Your Team
Your staff are the heart of your holiday club. A confident team creates a confident atmosphere.
- Clear roles and responsibilities
- Daily briefings
- Consistent behaviour approach
- Breaks and supervision planned
- Space to reflect and adapt
How Kids Club HQ helps:
With multiple staff logins and real‑time registers, your team can see exactly who’s in, who’s expected and any key notes. Handovers become smoother, and everyone stays on the same page.
5. Create a Welcoming Environment
A well‑organised space helps children settle quickly and move confidently through the day.
- Zones for active, creative and quiet play
- Shade and hydration points
- Clear signage
- Safe storage
- A friendly arrival area
How Kids Club HQ helps:
The live register gives you time‑stamped sign‑ins and sign‑outs, making arrivals and collections feel calm and controlled, even on your busiest days!
6. Prioritise Child Wellbeing and Inclusion
Every child deserves to feel safe, seen and supported.
- Medical needs reviewed
- SEND notes prepared
- Staff briefed on individual needs
- Positive behaviour strategies agreed
- Welcoming routines planned
How Kids Club HQ helps:
Each child’s profile includes medical notes, dietary needs, SEND information and parent instructions. Your team can support children consistently and confidently throughout the day.
7. Build a Reputation Families Trust
A great summer club becomes part of a family’s tradition, and communication plays a big part.
- End‑of‑day updates
- Celebrating achievements
- Clear lost‑property process
- Feedback opportunities
- Social media moments (with permissions)
How Kids Club HQ helps:
With bookings, payments, registers and communication handled in one place, you spend less time on admin and more time creating the kind of experience parents talk about.
8. Do a Final Walk‑Through
Before Day 1, take a moment to see your club through fresh eyes.
- Walk the site as a parent
- Walk the day as a child
- Check contingency plans
- Make sure staff know who to go to
- Confirm Day 1 and Day 2 are ready
How Kids Club HQ helps:
With everything centralised – bookings, permissions, payments, registers – you can start the summer knowing nothing important has been missed. Find out more about Kids Club HQ Pay core features here.
Ready for your best summer yet?
With the right preparation and the right tools, your holiday club can feel organised, joyful and stress‑free – for you, your team and your families.