Extra-curricular activities module (ECA)

Setup & Annual Initialization

• Create calendars, registration periods and deadlines
• Manually create or roll over activities from the previous year
• Add descriptions, logos, locations, and instructors
• Define eligibility (class, cycle, status — incl. external guardians or alumni)
• Manage quotas and pricing
• Configure accounting codes and billing entities
• Enable options: basic waitlist or auto-assigned waitlist
• Customize portal texts (welcome, instructions)

Registration Management

• Automatically open/close registrations by date/time
• Control visibility on the parent portal and student schedule
• Approve registrations individually or in bulk
• Activate Coach portal
• Preview activities in read-only mode before opening

Import & Automation

• Import activity catalog via Excel
• Import session schedule with unique IDs
• Import registrations by student code or name
• Simple field mapping with built-in import tool
• Manual validation of imports before publishing

Tracking & Notifications

• Subscribe to alerts (registration, cancellation, approval, absence, attendance…)
• View full activity logs within the module
• Tip: Disable email notifications during peak usage

Conflict Detection

• Automatically detect scheduling conflicts (between services or transport)
• Option to override conflicts with visible alerts for admins
• Global conflict report in the module
• Conflict display in the student’s weekly calendar

Scope Management

• Define scopes to restrict views by campus, level, etc.
• Enforce scope visibility per user or profile

• Link instructors to sessions (admin side)
• Validate attendance (present/absent)
• Report or cancel absences
• View scheduled sessions
• Coach Portal access (if enabled)

Access & Registration

• Access the parent portal via module icon (visibility based on config)
• View available activities by period
• Register for sessions based on eligibility (dates, class, profile)
• Sessions appear in the student’s schedule
• Optional waitlist with auto-enrollment if a spot opens

Conflict Detection

• Automatic block if scheduling conflict detected
• Suggested solutions (e.g., withdraw from conflicting session)
• Clear display of conflict reason and options

Service Operation

• Manage services by period (e.g., term-based) or on-demand (e.g., occasional daycare)
• Register for single or multiple sessions

Tracking & Review

• Display scheduled activities in the student calendar
• Track registration status (confirmed, pending, declined)