Clubs module

Every club on time.Every student in place.

The clubs coordinator places students with drag and drop, and every student gets their timetable and a reminder before each session. The club instructor marks attendance on the phone, and if a student doesn’t show up, their boarding counselor knows right away. Instructor hours are ready for payroll.

Book a personal demo How it works

Placement by drag and drop A reminder before every session Counselor alert on absence Instructor hours for payroll

Today’s clubsTue 13.10 · 14 clubs16:20

BasketballLive16:00 · Sports hall9/12

SwimmingLive16:00 · Pool10/12

Football17:00Football pitch18/20

Table tennisFull17:00 · Clubhouse8/8

Athletics18:00Running track11/16

Volleyball18:30Volleyball court12/14

15:3019 students got a reminder for the 16:00 clubs16:00Basketball: 8 of 9 arrived16:00Swimming: 10 of 10 arrived16:02Ido Sagi missed basketball · Rotem, his counselor, was notified16:12Ido reached the gym · marked late16:15Amalia Katz placed in swimming from the waitlist

A day of clubs

Tuesday, 16:40.It starts to rain.

What the clubs coordinator scheduled reaches everyone’s phone: students get their timetable and a reminder, the basketball coach marks attendance, the boarding counselor learns about an absence at once, and when the football pitch is wet, everyone placed knows practice is off.

Pool Dorms Gate Football pitch Sports hall Clubhouse

16:00 Basketball

Cancelled ·17:00 Football

Cancelled · rain

Mon 12.1018:00

My timetableAttendanceMessages

Tuesday / 13.10.2026

16:00–17:00BasketballGil BarSports hallIn 30 min

17:00–18:00FootballAlon DahanFootball pitchCancelled

Rain, the pitch is wet

My timetableReportsHours

Tuesday / 13.10.2026

16:00–17:00BasketballSports hall · recurring9/12

18:30–19:30Advanced basketballSports hall · recurring11/12

16:00–17:00

Basketball

Sports hall · recurring session

Marked 0 of 9Tue 13.10.26

0/9000

SaveCancel session

DashboardMessagesStudents

Tuesday / 13.10.2026

Ido Sagi missed his clubBasketball · Gil Bar16:03 · Clubs

Exit approval: Eva MalkiBack tomorrow at 08:0013:10 · Exit approvals

Report sent: morning attendanceBoarding / Galil · 9 of 10 present07:54 · Attendance

Clubs · 16:03

Missed the club

The club instructor marked an absence

Ido SagiGalil · Grade 10

ClubBasketball

Time16:00–17:00

InstructorGil Bar

LocationSports hall

Exit approvalNo active approval

CallWhatsApp

Ido SagiGalil · Grade 10Student file

OverviewAttendanceTimetable

GeneralLearning centerClubs

Basketball13.10 · 16:00–17:00 · Gil BarLate 16:12

Football08.10 · 17:00–18:00 · Alon DahanPresent

Basketball06.10 · 16:00–17:00 · Gil BarPresent

Registered for:

BasketballFootball

My timetableReportsHours

Tuesday / 13.10.2026

17:00–18:00FootballFootball pitch · recurring18/20

18:15–19:15Senior footballFootball pitch · recurring16/20

Cancel session

FootballTue 13.10 · 17:00–18:00 · Football pitch

Reason for cancelling

Cancel the session

Session cancelledPlaced students have been notified

Your timetable for tomorrowTue 13.10 · 2 clubs

In 30 minutes: Basketball16:00 · Sports hall · Gil Bar

Practice cancelled: Football 17:00Rain, the pitch is wet · Alon Dahan

Ido Sagi missed his clubBasketball · 16:00 · Gil Bar

PresentLateAbsentOut on approval

Registration and placement

Drag a student into a club.The system checks they’re free.

In registration management you search by club, see who signed up and drag them into a session. A student already booked at that time is flagged at once, and anyone waiting for a place stays in the “Waiting” tab until the coordinator places them.

Basketball · Gil BarEvery Tue · 16:00–17:00 · Sports hall5/12

Recurring until 20.06.2027Up to 12 participants

Ariel Ben Shimon is already booked at this timeSwimming · Tal Nahum · 16:00–17:00

All studentsWaiting2

Basketball

Recurring or one‑off sessions

Instructor, club, times, location and a note. A recurring session repeats every week until its end date.

Search by club

Search the student list by club, see who signed up and drag them in.

Overlap warning

A student already booked at that time is flagged at once, with the club and instructor of the other booking.

Participant limit

Set the number of places for each session and see how many are already taken.

Waitlist

Students waiting for a club appear in the “Waiting” tab, and the coordinator places them when there’s room.

Instructors by club

Set which clubs each staff member runs, so you always know who can lead what.

Connected to boarding life

The instructor marks it.Boarding takes it from there.

Club instructors often come from outside, just for the practice hour. They don’t know every student or every staff member on campus. So the instructor only marks attendance, and the information is passed on, like a baton in a relay race, to the people who know the student.

The club instructor

Ido SagiMissed basketball · 16:00Absent

Marks who didn’t come

One tap next to the name, on the phone or computer, and practice goes on with those who came.

The system

Eva Malki: out on approval, back tomorrow

Ido Sagi: no active exit approval

Checks who left on approval

The module is synced with exit approvals. A student who left on approval shows in a blue row, so nobody waits for them.

How exit approvals work →

The boarding counselor

Ido missed his clubBasketball · 16:00 · Sports hall

Gets an alert and finds them

The student’s counselors are notified automatically. They know the student and where to look, and everything is saved in the student file.

Notifications

Everyone gets what concerns them.And nothing more.

The system sends the notifications itself. Nobody has to update students, club instructors or boarding counselors by hand.

Notification	Student	Club instructor	Boarding counselor
Day beforeTomorrow’s timetableAll of the next day’s clubs: time, place and instructor.
30 min beforeReminder before the sessionWhich club, what time and where.
CancellationSession cancelledThe instructor cancels with a reason, and everyone placed is notified.
AbsenceA student didn’t comeRight after marking, and practice goes on.

Students see their timetableWhich clubs they’re placed in, when and where, and their attendance.

Parents in the loopParents can see their child’s club attendance.

All in the student fileClubs, timetable and attendance are kept alongside everything else about the student.

Instructor hours and payroll

Practice reported.The hours are already in the table.

Every session the instructor reports is added to their hours by the session’s length. Each instructor has their clubs and rate set, the coordinator approves the reports, and the data is ready for payroll.

Instructor report01.10.2026 – 31.10.2026EXCEL

Gil BarBasketball · Advanced basketball

13hours13sessions₪520cost

Basketball · Tue 13.1016:00–17:00 · 8 of 9 present

Awaiting approval✓ ApprovedApprove hoursAdded to table

Alon DahanFootball · Senior football

16hours16sessions₪640cost

SunMonTueWedThu

Rate ₪40/hour

Tal NahumSwimming

9hours9sessions₪405cost

SunMonTueWedThu

Rate ₪45/hour

Summary by instructor

Hours by day, period totals and cost based on each instructor’s rate.

Detail by instructor

Every session in the period: club, location, participants, attendance and notes.

Report management and export

The status of every report and the coordinator’s approval, with Excel export in one click.

Every club on campus

Sports, theater or robotics.One system for every club.

Each club gets its own instructors, places and attendance. The learning center and other centers you add in the settings work the same way.

Basketball Football Swimming Table tennis Volleyball Athletics Theater Robotics Music Art And more

Learning centerTutoring lessons, placement, attendance and teacher hours, on the same system.Learning center page →

More centersAdd more timetables in the settings, for example a music center, a farm or a therapy diary.

Who uses it

From the gym to home.Everyone has their own screen.

1Clubs coordinator

Builds the club timetable, places students, handles the waitlist and approves instructor hours.

2Club instructor

Gets the timetable a day ahead, marks attendance on the phone or computer, and cancels a session with a reason when needed.

3Boarding counselor

Gets an alert when one of their students misses a club, and sees the student’s clubs and attendance in the student file.

4Management

Sees which sessions took place and which were cancelled, attendance and instructor hours for any period.

5Students and parents

Students see their timetable and attendance and get reminders. Parents see club attendance.

FAQ

Questions we hear in every demo

What happens when a student misses a club session?

The instructor marks them absent, and their boarding counselors are notified automatically. Practice goes on, and the counselors, who know the student, find them.

Does the club instructor know who is off campus?

Yes. The module is synced with exit approvals. A student who left on approval appears in the attendance list in a blue row, with the return time, so nobody waits for them.

What happens when a session is cancelled?

The instructor cancels the session and gives a reason, and all placed students are notified of the cancellation.

What if I place a student who is already booked at that time?

The system warns you and shows the other booking: club, time and instructor. The coordinator decides what to do.

How does the waitlist work?

Students waiting for a place appear in the “Waiting” tab in registration management. When there’s room, the coordinator places them.

Which reminders are sent?

A day ahead, the club instructor and the student get the next day’s timetable. Half an hour before each session, the student gets a reminder. When a session is cancelled, the placed students are notified.

How are instructor hours calculated?

Every reported session goes into the instructor hours table by its length. Each instructor has their clubs and rate set, and the coordinator approves the reports before payroll.

Who can see club attendance?

The clubs coordinator, club instructors, boarding counselors and management, according to permissions. Students see their timetable and attendance, and parents can see attendance. Every report is also saved in the student file.

What’s the difference between clubs and the learning center?

Both run on the same system: timetables, placement, attendance and staff hours. Each is managed separately, with its own staff, clubs or subjects, and attendance.

Next step

Want to see this with your clubs?

In a demo we’ll build a sample club timetable together, place students and show you the counselor alert and the hours table.

Book a demo Learning center module