Optimize the management of your extra-curricular activities for smooth, efficient organization

Campus ServicesOptional module

Simplify and optimize the management of your extra-curricular activities with our advanced module, designed to offer seamless organization and an optimal user experience for parents, students and stakeholders.

Key Benefits:

  • Simplified registration and real-time tracking of extra-curricular activities.
  • Management of waiting lists and availability quotas.
  • Intuitive parent portal to manage and view activities.
  • Flexible pricing including invoicing and offer immediate online payments.
  • Management of staff with attendance tracking.

Features:

  • Management of extra-curricular activities:
    • Organize your full range of activities:
      • By period: annual, quarterly, monthly…
      • By class level and age group.
      • Availability (with waiting lists possible).
      • Visual presentation of proposed activities.
      • Activity prices.
  • ECA portal for parents:
    • Easy registration for extra-curricular activities based on availability.
    • Schedule of activities for registered children.
    • News feed on activities in which students are enrolled.
  • Registration tracking and management:
    • Real-time tracking of registrations.
    • Waiting list tracking.
    • Invoicing integrated with our Finance module.
    • Online payment options.
  • Operational management:
    • Operational monitoring reports.
    • Monitoring of waiting lists.
    • Management of AES agent remuneration.
  • ECA management portal:
    • List of registrants.
    • No-shows.
    • Absences.

Module screenshots

Features & functionality

Administration

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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

Teachers

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

Parents

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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)