> ## Documentation Index
> Fetch the complete documentation index at: https://clubdock.co.uk/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Glossary

> The words ClubDock uses, what each one means, and where to read more.

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.

## 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](https://clubdock.co.uk/docs/accounting/connecting.md).

**Approval** — A check a manager makes before a child can book, set off by one of your [rules](https://clubdock.co.uk/docs/families/rules-warnings-and-approvals.md). Booked places are never taken away while a child waits. See [Rules, warnings and approvals](https://clubdock.co.uk/docs/families/rules-warnings-and-approvals.md).

**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](https://clubdock.co.uk/docs/settings/subscription.md).

**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](https://clubdock.co.uk/docs/programmes/how-parents-book.md).

**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](https://clubdock.co.uk/docs/bookings/the-bookings-list.md).

**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](https://clubdock.co.uk/docs/families/rules-warnings-and-approvals.md).

**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](https://clubdock.co.uk/docs/programmes/booking-emails.md).

**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](https://clubdock.co.uk/docs/website/booking-widget.md).

**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](https://clubdock.co.uk/docs/programmes/cancellation-policies.md).

**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](https://clubdock.co.uk/docs/programmes/charges.md).

**Child** — A child registered on a parent's account. Each child has their own details, answers and bookings. See [The Children list](https://clubdock.co.uk/docs/families/children.md).

**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](https://clubdock.co.uk/docs/website/your-club-page.md).

**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](https://clubdock.co.uk/docs/money/clubdock-pay.md).

**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](https://clubdock.co.uk/docs/money/credit-and-refunds.md).

**Credit note** — The record of credit given on a booking, numbered **CN-**. With accounting software linked, it is sent there too.

## 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](https://clubdock.co.uk/docs/programmes/discounts-and-promo-codes.md).

**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](https://clubdock.co.uk/docs/programmes/prices.md).

**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](https://clubdock.co.uk/docs/getting-started/managers-and-staff.md).

**Messages** — Emails your managers write to the families holding places, under **Messages**. See [Messages](https://clubdock.co.uk/docs/bookings/messages.md).

**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](https://clubdock.co.uk/docs/money/money-owed.md).

**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](https://clubdock.co.uk/docs/money/payment-methods.md).

**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](https://clubdock.co.uk/docs/programmes/overview.md).

**Promo code** — A code a parent types at checkout for a percentage off. See [Discounts and promo codes](https://clubdock.co.uk/docs/programmes/discounts-and-promo-codes.md).

**Publish** — Putting a programme on sale to parents, either now or on a date you schedule. See [Preview and publish](https://clubdock.co.uk/docs/programmes/preview-and-publish.md).

## 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](https://clubdock.co.uk/docs/settings/subscription.md).

**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](https://clubdock.co.uk/docs/registers/taking-a-register.md).

**Registration questions** — What a parent is asked about themselves and each child when they register, set under **Settings → Registration**. See [Registration questions](https://clubdock.co.uk/docs/families/registration-questions.md).

**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](https://clubdock.co.uk/docs/reports/scheduled-reports.md).

**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](https://clubdock.co.uk/docs/settings/schools.md).

**Session** — One dated, bookable thing within a programme, such as "Tue 9 Sep, 15:15–18:00". See [Sessions and dates](https://clubdock.co.uk/docs/programmes/sessions-and-dates.md).

**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](https://clubdock.co.uk/docs/getting-started/managers-and-staff.md).

**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](https://clubdock.co.uk/docs/accounting/when-something-does-not-sync.md).

**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](https://clubdock.co.uk/docs/money/tax-free-childcare.md).

**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](https://clubdock.co.uk/docs/website/terms-and-conditions.md).

**Today** — The first screen your team sees: today's sessions in order, with a way into each register. See [Today](https://clubdock.co.uk/docs/registers/today.md).

**Trial session** — One session a child can try before booking a whole block, once per child. See [How parents book](https://clubdock.co.uk/docs/programmes/how-parents-book.md).

**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](https://clubdock.co.uk/docs/settings/venues.md).

**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](https://clubdock.co.uk/docs/bookings/waiting-lists.md).


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