Skip to content
English
  • There are no suggestions because the search field is empty.

How to manage a kids club’s activity

Overview

The kids club dashboard lets you manage all child registrations and daily operations in one place. You can view registration profiles, track attendance, and review safety and restriction information quickly.

This article shows you how to use the dashboard and manage a kids club's activity step by step.

 

Before getting started

Before managing a kids club’s activity, make sure you:

  • Have created and configured the kids club service in the CMS (Content > Leisure > Kids clubs).
  • Have at least one registration (via the guest app or CMS).
  • Have defined a timetable with time intervals.
  • Can access CMS > Activity > Kids club.

Step-by-step guide

Step 1: Access the kids club dashboard

  1. Go to Activity in the top menu of the CMS.
  2. Click Kids club in the sidebar.
  3. Use the Service dropdown (top left) to select the kids club you want to manage.

The dashboard shows all child registrations for the selected date.

Step 2: Filter the dashboard

Use filters to find and manage registrations more easily:

  • Date: View registrations for a specific date.

  • Interval: Filter by the time slots you set up (e.g., Morning, Afternoon).

  • Status:

    • In: Child is currently checked in.
    • Out: Child has been picked up.
    • No show: Registration exists, but the child has never been dropped off.
    • All: See all registrations for the day regardless of their current status.

  • Permissions: These questions help you check what staff can do and what children are allowed to do:

    • Can the child swim?
    • Is autonomous entry/exit allowed?
    • Is the staff allowed to provide first aid?

    Color codes:

    • Green: Permission granted
    • Red: Permission denied
    • Gray: Disabled question

  • Restrictions: These questions show any medical or dietary concerns:

    • Are there any special diets to consider?
    • Does the child have any illnesses or conditions?
    • Is the child taking any medication?
    • Does the child have any allergies?

    Color codes:

    • Yellow: Special conditions apply
    • White: No conditions
    • Gray: Disabled question

  • Allergies: Quickly find children with allergy-related responses.

  • Age: Children aged 0–2 are shown in months; 2+ in years.

These filters help staff quickly visualize profile information, such as which children are able to swim, which have a gluten intolerance, or which have permission for autonomous entry and exit, among many other examples.

Step 3: Understand the dashboard columns

The dashboard will display children's profiles according to the filters selected. Each row represents one profile. Here’s what each column means:

  • Status: In, Out, or No show
  • Name: Child’s name and age
  • Permissions: Summary of permission questions (color-coded)
  • Restrictions: Summary of restriction questions (color-coded)
  • Guardian: Name and room number
  • Phone: Guardian’s contact number
  • Notes: Internal notes for staff
  • Updated: Last modification date and time
  • Attendance: Drop-off or pick-up action

This view helps you manage daily activity and quickly spot children with special conditions or permissions.

Step 4: View a full registration profile

Click a child’s row to open the full profile. You’ll see:

  • All answers to safety and custom questions
  • Color-coded indicators for easy review

To view guardian and authorized person details:

  1. Click Log attendance
  2. On the left side, you’ll see:
    • Guardian information (room, contact, signature) by clicking Show profile
    • Any authorized persons linked to the child

Step 5: Create profiles in the CMS (if needed)

Staff can also create profiles for guardians, authorized persons, and children directly from the CMS.

To do so:

  1. Go to Activity > Kids Club.
  2. Click Registration (top right).
  3. Follow the same steps guests use in the app to create:
    • Guardian profiles
    • Authorized persons
    • Child profiles

Step 6: Manage drop-offs and pick-ups

Once a child is registered, you can log attendance directly from the dashboard. Only staff can log drop-offs and pickups.

To log a drop-off:
  1. Find the child’s profile in the dashboard and click under the Attendance column.
  2. Below the child’s name, select the interval for which you’re logging the activity.
  3. Select the person (guardian/authorized person) who is dropping the child off at the kids club. You can verify their identity with their photo and signature.
  4. Click Log attendance.
  5. Verify the guardian/authorized person details and get their signature.
  6. Click Confirm.
  7. The Attendance history tab will update showing this new activity entry.
  8. The Staff notes tab is useful to add or view internal notes about the child's activity. These can only be viewed by staff.
  9. Close the pop-up window. The child’s status updates to In in the dashboard.
To log a pickup:
  1. Find the same profile in the dashboard and under the Attendance column.
  2. Below the child’s name, select the interval for which you’re logging the activity.
  3. Select the person (guardian/authorized person) who is picking the child up at the kids club. You can verify their identity with their photo and signature.
  4. Click Log attendance.
  5. Verify the guardian/authorized person details and get their signature.
  6. Click Confirm exit.
  7. The Attendance history tab will update showing this new activity entry.
  8. Close the pop-up window. The child’s status updates to Out.

This process keeps all attendance actions secure and traceable.

Step 7: Download a report

As a final step, you can download a report with key data about your kids club activity.

  1. Click Download report at the top of the kids club dashboard.
  2. If your property has more than one kids club, select the relevant service from the dropdown menu.
  3. Choose the date range you want to include in the report.
  4. Click Download to generate the file.

The downloaded file (.xlsx) includes two tabs:

  • Children report: Contains the details of all children registered during the selected dates.
  • Attendance report: Shows drop-off and pickup records for each child.

Use this data to review participation, identify trends, and support internal reporting.

Next steps

Once you're familiar with the dashboard:

  • Train your team on how to register children and log attendance.
  • Use filters and color-coded icons to quickly spot special conditions or permissions.
  • Review no-show patterns to plan staffing.
  • Make sure safety questions are well-configured in the registration form.

Need further assistance?

If you have additional questions or need help:

  • Contact us via live chat
  • Send a ticket to our Support team
  • Visit STAY Academy, our training platform.