What we can do for you

Ready for stress-free out-of-school clubs? Here’s how it works.

Try it free for 14 days, with no obligation.

Goodbye admin, hello digital efficiency

Invoice like a pro

Automated billing that manages itself, based on live data.

Payments without the hassle

If you haven’t been paid on time the system will send a reminder.

Live registers with alerts

Alerts and indicators in the register clearly show all medical, dietary and SEND considerations.

Notes and reminders

Updates such as late pick-ups or special reminders can be made automatically visible to staff and/or parents. These can be categorised for ease of use and reporting.

Accident and incident reports

Choose how and with whom this information is shared and see if notifications have been read. This is a transparent and efficient way to show Ofsted that you have effective policies and procedures for accidents & incidents in place.

Tailored to your needs

No two settings are the same — customise the system to suit your clubs, locations, session types and more.

Important information at your fingertips

We’re excited to help you streamline your club management and make life easier for your team, parents and carers!

Find out more about what Kids Club HQ can do for you in this short video.

To see the system in more detail join a demo or sign up to a free 14-day trial, with no obligation.

Automated invoicing

No more manual preparation or sending of invoices.

  • The option to have contracts for days of the week children attend regularly
  • Choose when invoices are sent, i.e. how often, and in advance or arrears
  • A PDF invoice can be downloaded at any time, be that for benefits agencies or any other reason

Overdue payment reminders

See who has — and has not — paid, at any given time.

  • Automated reminders are sent for outstanding amounts
  • Reminders can be scheduled as required
  • Reminder email content can be customised
  • Credit Control view gives you an overview of who owes what

Ad-hoc bookings

If there’s space, you can make sure children can be booked in.

  • Limit the number of spaces that can be booked
  • Set when bookings close
  • Enable or disable ad-hoc bookings whenever you want

Contracts (regular bookings)

With your approval, these can be set up and billed automatically.

  • Regular days of the week can be booked in advance
  • Invoices are sent out automatically
  • If you choose to support Direct Debit payments, payments can be automated

Live registers

The safeguarding element of this is of obvious importance, but can be difficult to manage, especially with the inevitable changes and last-minute bookings that come with any out-of-school club.

  • Live, always up-to-date registers
  • Includes sign-in/out, medical information, dietary requirements and consents
  • Indicators for children with medical information or dietary requirements, as just two examples
  • Electronic signature on tablets
  • Export to Excel at any time for an offline copy of the information

Simplified payments

Important varied schemes, like childcare vouchers and tax-free childcare, can complicate the payment process, but the system takes all this into consideration.

  • Choose from multiple payment options including (but not limited to): card payment, direct debit, childcare vouchers, tax-free childcare, and use of the childcare grant payment service
  • Add custom payment options of your choosing
  • Use specific payment options for designated locations or clubs
  • No transaction fee beyond that of your chosen card payment provider

Income reports

Get an overview of your finances with income reports.

  • View income per year, month, week or day
  • Report on income from sessions, extras and charges
  • Filter by location, club or date, as just three examples

Discounts

Set up various types and levels of discount to suit the way you work. These might include:

  • Sibling discounts
  • Early booking discounts
  • Promo/offer codes
  • Customer-specific discounts (great for staff discounts)

T&Cs and Consents

Set up fully customisable terms and conditions of booking.

  • Establish T&Cs that must be agreed to
  • Use specific T&Cs for particular locations or clubs
  • Add and customise the consents you need parents to see
  • View consents for children on the registers

Available 24x7

Access Kids Club HQ whenever you have the internet.

  • 24x7 availability
  • Children’s details are protected and safe
  • Branded with your organisation’s logo

Highly customisable

No two settings are the same — tailor the system to your needs:

  • Manage locations and clubs

  • Set maximum spaces for clubs, dates and sessions

  • Set when bookings close

  • Flexible session types to suit your clubs

  • Limit bookings based on children’s ages or year groups (as just two examples)

Try it free for 14 days, with no obligation.