• OUT-OF-SCHOOL CLUBS

Our market-leading out-of-school clubs management and booking system enables 24/7 online bookings, generates live registers, manages availability and communications, as well as taking payments, creating invoices and centralising important data and documents. Magicbooking is suitable for single or multi-site providers who run breakfast, after-school and holiday clubs. 

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Out-of-school clubs love us

Automates admin

Automate repetitive admin tasks so you can be more efficient and productive.

Everything in one place

With everything in one place, you can lay your hands on documents with ease and work smarter.

Get paid quicker

Reduce debt, get paid quicker and reduce admin with automated payments and payment reconciliation.

Better communication

Keep in touch with your customers and update them about new developments via our out-of-school club booking system.

Happy parents

24/7 online access to book and pay, as well as access booking history and manage their children's data.

One-stop solution

Runs your club's administration and seamlessly integrates with your website with custom branding options.

Responsive

Our out-of-school club software is available on any operating system and device, including smartphones.

Customisable

Define booking notices, payments, discounts, admin privileges and multi-site access, as well as branding.

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Software highlights

24/7 live availability

​Parents can book online 24/7 based on live availability, preventing overbooking and optimising business opportunities. Cancellations are also taken into account, allowing other parents to book on so you don’t lose out.

The system manages capacity for overlapping sessions, so you can offer flexible booking times and duration.

Magicbooking allows you to set notice periods, cut-off times and cancellation policies so credit notes are generated if your cancellation policy has been observed.

Every booked session automatically populates the live register which can be accessed from any device with Internet access including iPads and tablets.

Out of school system live availability


Document generation

​Our out-of-school club system assists you by automating many admin tasks. Document generation accounts for a large part of this automation. For each booking made, a number of documents are automatically generated:

A booking confirmation sent by email

  • An invoice, available from the parent account and the admin account.
  • The electronic attendance register is automatically populated
  • The parent statement is automatically updated
  • A payment plan (where necessary)
  • Reminders for upcoming direct debits are scheduled

Invoices, registers, payment plan details and statements are readily available from the system.

Out of school system document generation



Payments online

​With our online payment system you can determine what payment options you accept for each activity or club, this could be card, childcare voucher or TFC, standing order, direct debit or promotional vouchers.

Payment plans (Childcare vouchers, TFC, DD, SO) are automatically calculated based on the duration of the booking.

Card instalments are automatically taken from the card provided by the parent, and allocated to the relevant account which means zero administration is needed from you. Our unique childcare voucher reconciliation area makes allocating vouchers extremely quick and easy. 


Our payment system helps improve cash flow and reduces debts.

Out of school clubs payment online


Compliance

With all data centralised in one place, it makes it easy to comply with Ofsted and GDPR.

Data stored on magicbooking includes full medical details, allergies, dietary requirements, doctors’ details, parental consents, named collectors and collection passwords.

With the electronic register, the system time-stamps children’s arrival and departure time to and from the club in line with Ofsted requirements. 

Our attendance register lets you know what children are due in and who attended on the day, as well as how many children are in at any one time.

Injury and incident reporting is done via the booking system, making it easy to identify whether an areas is prone to accidents and offering full transparency for Ofsted.

Magicbooking helps you comply with the GDPR regulation by offering customers the right to be forgotten, gives you full control of personal data and enables anonymisation of data. While any statutory information which is required will be available as long as required by law.

Out of school compliance and GDPR system

Parent communication

​The parent communication module allows you to communicate with parents using email and SMS.

Emails and SMS messages can be sent to all or a group of parents whose children are booked in for a particular location, school or activity. You are also able to send messages to parents who have booked for a particular date, date range or those with accounts in arrears.

Parent communications can be scheduled to be sent out on a future date and time or immediately. Reports are available to view recipients and any messages that failed to send.

System generated communications such as booking confirmations, booking amendment notifications, payment reminders and missed payment notifications are automatically sent by the system.

Out of school communications system
Out-of-school clubs pricing

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"Magicbooking has streamlined our bookings and childcare-related administration considerably, which is allowing the team to spend more time with the children. The Magicbooking team are very helpful when we have a request or require assistance and always come back to us with an update on progress"

Judith Priest, ​Senior Communities Officer, ​Aylesbury Town Council

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Get in touch

To discover how magicbooking can automate your booking processes and admin tasks, book a demo in a few easy steps, or call us on 0333 987 4717 or use our enquiry form.

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Magicbooking software system on multiple devices