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ClubDock uses a small set of words, and always the same ones. A “breakfast club” in conversation is a programme in ClubDock, and “club” always means your business.

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A–C

Accounting software — Xero or QuickBooks, linked to ClubDock under Settings → Accounting. Once linked, it is where payments are recorded, and ClubDock reads them back. See Connecting Xero or QuickBooks. Approval — A check a manager makes before a child can book, set off by one of your rules. Booked places are never taken away while a child waits. See Rules, warnings and approvals. Basket — Where a parent’s chosen places are held while they check out. Places are held for thirty minutes, then go back on sale if the parent has not finished. Billing — What your club pays ClubDock each month, under Settings → Billing. Nothing in a month whose sessions come to under £500, £18 up to £5,000, and £36 above that. See Your ClubDock subscription. Block — A programme booked as a whole: every date in a term, bought together as one booking. Parents cannot buy a block a week at a time. See How parents book. Booking — Everything a parent books in one checkout: one or more places, for one or more children, with what they owe and what they have paid. Each has a reference starting CD-. See The bookings list. Booking checks — What a child must pass before a parent can book them: their details are complete, the club’s current terms are accepted, any approval is given, and the family’s bookings are not paused for an overdue balance. See Rules, warnings and approvals. Booking cut-off — The last moment a session can be booked. After it, the session shows as full to parents and no waiting list is offered. Booking emails — Emails telling families that booking is open, and reminding them. Parents can switch these off with one setting. See Booking emails. Booking widget — A single line you paste into your own website so your programmes appear there, with a Book button for each. See The booking widget. Cancellation rule — How late a parent can cancel a place themselves, set under Settings → Cancellation and chosen for each programme. Outside the rule, only your team can cancel. See Cancellation policies. Charge — An amount added to a booking after it was made, such as late collection. ClubDock never adds a charge on its own. See Charges. Child — A child registered on a parent’s account. Each child has their own details, answers and bookings. See The Children list. Club — Your business: the thing that has a name, a web address and a team. Never a programme. Club page — Your club’s own page at clubdock.co.uk/your-club, showing every published programme to anyone, signed in or not. See Your club page. ClubDock Pay — Card payments and Tax-Free Childcare at checkout, through your club’s own Stripe account. Included in every club’s price. The money goes to you, and ClubDock never holds it. See Card payments with ClubDock Pay. Collection password — A word the adult collecting a child gives your staff. Staff see it on the register when they sign the child out. It is an optional registration question. Credit — Money held on a parent’s account, usually from a cancelled paid place or an overpayment. It is spent automatically on their next booking, oldest first. See Credit and refunds. Credit note — The record of credit given on a booking, numbered CN-. With accounting software linked, it is sent there too.

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D–P

Discount — Money off for booking more sessions, for brothers and sisters, or with a promo code. Discounts are percentages, never a fixed amount off. See Discounts and promo codes. Early bird — A lower price for set dates, such as until 1 October. Set under Prices for set dates on a programme. A place keeps the price it had when it went into the basket. See Prices. Extra — Something added to a session, such as a packed lunch or late pickup, with its own price. An extra shares its session’s places. It has no limit of its own. Manager — A member of your team who can do everything, including changing programmes, prices, team, billing and payments. See Managers and Staff. Messages — Emails your managers write to the families holding places, under Messages. See Messages. Owed to you — The panel on Today showing everything still owed across your bookings, and how much is past its due date. See Money owed to you. Parent — The adult who signs in, registers children, books and pays. Payment methods — The ways a parent can pay, switched on under Settings → Payment methods: card, Tax-Free Childcare, bank transfer, childcare vouchers, cash and cheque. See Payment methods. Place — One child booked on one session. Programme — Something your club sells, such as a breakfast club, an after-school club or a holiday camp. A programme has dates, prices, an age range, a venue and a cancellation rule. See Programmes. Promo code — A code a parent types at checkout for a percentage off. See Discounts and promo codes. Publish — Putting a programme on sale to parents, either now or on a date you schedule. See Preview and publish.

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R–Z

Read-only — What happens to your club when a ClubDock bill is 14 days overdue. Everyone can still read everything, and registers still work, but nothing else can be changed and parents cannot book. Paying the bill lifts it at once. See Your ClubDock subscription. Register — The list of children booked on today’s sessions, used to sign them in and out. There is one register per programme per venue. See Taking a register. Registration questions — What a parent is asked about themselves and each child when they register, set under Settings → Registration. See Registration questions. Rule — “When this answer changes, do that”: email someone, or require approval before the child can book. Set on the Rules tab of Settings → Registration. Scheduled report — A report ClubDock emails on its own, on a schedule you set, for example to a school office. See Scheduled reports. School — A school your club collects children from. Schools limit sessions to children at one school, make the school-run sheet, and filter reports. See Schools. Session — One dated, bookable thing within a programme, such as “Tue 9 Sep, 15:15–18:00”. See Sessions and dates. Staff — A member of your team who takes registers, books for families and reads bookings and reports, but cannot change what the club sells or how it is paid. See Managers and Staff. Sync problem — A booking whose invoice, payment or credit note has not reached your accounting software. Found with the Sync problem filter on Bookings. See When something does not sync. Tax-Free Childcare — The government scheme parents use to pay for childcare. With ClubDock Pay and your Ofsted details entered, parents pay from their childcare account when they book. See Tax-Free Childcare. Terms and conditions — Your club’s terms, which every parent accepts before booking. Publishing a new version asks every parent to accept it again. See Terms and conditions. Today — The first screen your team sees: today’s sessions in order, with a way into each register. See Today. Trial session — One session a child can try before booking a whole block, once per child. See How parents book. Venue — A place your club runs sessions, with its address and directions. Set under Settings → Venues. A programme at two venues shows to parents as two separate programmes. See Sites. Waiting list — A list a parent joins for a full date. It is an alert, not a queue: when a place comes up, everyone waiting is emailed once and whoever books first gets it. See Waiting lists.