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A parent’s record and a child’s record are opened to check something far more often than to change it, so both open for reading, with one Edit details button. Nothing can be changed by a stray tap at the door.

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A child’s record

Open a child from the register, from a booking, or from the Children list. At the top, a navy header shows the child’s initials and name, the name they go by, their school year and school, and Waiting to be approved or Declined if the club still has to act. Beside it are their parents, each a link to that parent’s record, and Call, which rings the first person on their contacts. Directly under the header, allergies and medical notes appear in a red panel, but only when they say something. A parent’s “None” stays on the record without raising a warning.
A child's record with the red allergy panel and the What staff need to know section highlighted
Then, in two columns on a laptop:
  • About — date of birth, preferred name, school and year.
  • What staff need to know — allergies, medical notes, dietary requirements, additional needs, doctor, Tax-Free Childcare reference and photo consent.
  • Contacts — each phone number is a link, and each contact is marked Emergency or Can collect.
  • Club notes — your own notes. Parents never see them.
A detail that was never given reads “Not given” or “None given”, so you can tell it apart from a page still loading.

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Collection password

If the parent set one, Collection password — Tap to show appears under What staff need to know. Ask the adult collecting for the word first, then tap to check it. A child without a password shows nothing here.

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Answers to your questions

Under What staff need to know, Answers to your questions lists each of your own questions with the parent’s answer, or Not answered. Answers to a question you have since removed appear under Questions you no longer ask.

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Accidents and incidents

Under the record, every accident or incident report about the child, newest first, with Record one. A Manager also sees Download all. See Accidents and incidents.

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A parent’s record

A navy header shows the parent’s name, whether they have signed in (or “Not signed in yet”), which terms they accepted, and how the record came about: added by staff, by an import, or registered themselves. Beside it are what they owe, their credit, and what is overdue. The header carries New booking, Email followed by their name, Edit details and Back.
For a Manager, Email followed by the parent’s name writes a message from ClubDock that is kept on the parent’s record. For Staff, it opens your own email app.
A parent's record header with New booking, the owed and overdue figures, and the tabs highlighted

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The tabs

Along the foot of the header:
  • Overview — contact details (the email and phone are links), address and terms; their children, each flagged if waiting or declined; What they owe, booking by booking with the late ones first; their credit; and answers to your questions about the parent. Below the children, Messages lists what this parent was sent.
  • Bookings — the same booking cards as the bookings list, narrowed by All, Owing, Coming up or Finished.
  • Children — the family’s children.
  • Credit — credit notes. Credit is spent automatically against the family’s next booking.
The page address says which tab is open, so refreshing or sending the link keeps it. A cancelled booking never counts as owed, and credit that was refunded is no longer counted as credit.

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Booking while overdue

Under What they owe, one sentence says whether this family’s new bookings pause while they are overdue, and where that rule comes from. If it is stopping them right now, a note says so plainly, for example: “They cannot book at the moment: £42.00 has been overdue since Sun 20 Sep. Their existing places are not affected.” A Manager can choose one of three settings for the family:
  • Use the club’s setting — follow the switch under Settings → Payment methods.
  • Pause while overdue — pause this family even if the club does not.
  • Never pause — let this family book while overdue.
The choice saves at once and is recorded in the club’s audit log. Staff see the sentence but not the choices.

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Editing a record

  1. Press Edit details. The record becomes a form.
  2. Make your changes.
  3. Press Save to keep them, or Cancel to put the record back as it was.
You stay on the record, which now shows what you saved. If you try to leave with unsaved changes, you are asked “Leave without saving?”.
When staff edit a child, no registration rules run. Staff taking a child on over the phone have already decided. See Rules, warnings and approvals.
If a parent typed a school that is not on your list, it stays as they typed it when you edit something else. You can pick a school from the list instead, or “Not known”.

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Adding a parent or a child

A Manager adds them from the Parents list or the Children list. The form opens straight away. To add a child, type a parent’s name or email address and choose their family as it appears.

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When a parent removes a child

Parents can remove a child from their own account. You are not emailed. The child stays on your records if they have past bookings or an accident report; otherwise their details are deleted. A parent cannot remove a child who still has places to come.