How to Set Up Your AHQ Provider Profile to Host Activities in a School

(Keywords: provider, profile, set, up, host, activities)

Have you received an AHQ invitation from a school? In just a few minutes you can set up a Provider Profile with AfterSchool HQ to host your activities within your school.  Let's get started!

1. Accept your invitation 
You should have received an invitation link from your school. If you have not, please contact your school directly or [e-mail] for assistance.

The invite link should bring you to a welcome page, from here, if you already have an AfterSchool HQ account, simply log in to accept the invitation. If not, you will need to click "Get Started" to create your AHQ account.

2. Create an account

If you do not have an existing AHQ account, you will need to create an account to accept the invitation. Click "Get Started" from the invitation link provided. On the following page, you will want to select "Create an Organization Account"

When prompted to select your organization type, choose the option that best fits your program.

NOTE: Do not select the "school" option. This creates a school account that is not compatible with Hosting External Activities within another school. If you are a school, please sign up using the link on our website homepage.

Type in the name of your organization. If it doesn't already exist, you will see the text, "Can't find your organization? Enter the name of your organization then click here." Click that bar, and then hit "Continue"

In order for us to create your account, we need to collect your name, email address, and password. Don't forget to confirm you aren't a robot! Click "Continue"

Begin entering information about your organization. This will show up on your Provider Profile. Click "Save and Continue"

Enter your email address, phone number, and location. You will have the option of choosing whether your email address and phone number show up publically on your Provider Profile. Click "Save and Continue"

Select "Browse" under Profile Image and Profile Header Image to select files to upload. You will see the file name next to the "Browse" button if your file has been successfully selected. Click "Save and Continue"

Note: If you don't have your images ready now, you can select "I'll do this later." But be sure to come back! A good profile image goes a long way in encouraging parents to click on your Provider Profile.

Add up to three program categories for your organization. Be sure to add keywords that parents would likely search to find your organization. The category will get a green background once you add a comma.

Next, select all the services your organization offers. You can select as many as you'd like. Click "Show More Options" to add times offered, pricing options, special needs served, and more. Click "Save and Continue"

Add links to your website and social media pages so parents can learn more about your organization and program offerings. These links will show up on your Provider Profile. Click "Save and Continue"

That's it! Your AfterSchool HQ Provider Profile is complete and successfully linked to the school account. 

3. Create your Activity 

Now that you have your linked AHQ account, you will be prompted to create your first activity. Here is where you add the basic activity settings such as the Activity Name, the number of spots available for registration, and the sign-up period(the time frame in which you allow registrations) 

Once your Activity Settings are set to your liking, click "Save & Next" to take you to the next section of your activity creation to set your restrictions. In the Restrictions settings of your activity, you can toggle the yes/no setting for whether your activity requires parental approval to join. If applicable, you can also set gender, age, and grade Restrictions. You can use the dropdowns to select the appropriate age or grade level for your activity!

Click Save & Next again to be taken to the Schedule setting.

Here you can Set your activity schedule. You will first be prompted to toggle on the Has Schedule button. If you do not have a set schedule for your activity, you can skip this section.

After your schedule is set, click Save & Next to be guided to the next setup screen. 

Now you get to add the fun stuff! This screen lets you add the details of your activity. Tell us why we should sign up! You can edit the text style, add photos, and other marketing materials you may have.

After you add your activity details, click Save & Next to set up Contact details for your activity. 

When inputting your contact information, keep in mind that this info is visible to parents. Make sure it is the phone number and email you would like them to contact you with. Add the appropriate contact information below.

Save & Next will take you to the Location setting. This is the most important step because it is what will link your activity to the school- please be sure to use the location exactly as it is shown on the school profile. 

Clicking Save & Next again will take you to Pricing & Payment options. Here you can select whether parents will pay for this activity. If so, you will be prompted to enter the Registration Fee and whether they will have the ability to pay later.

Be sure to have your payment connected before creating an activity with an associated cost!

Clicking Save & Next will now bring you to the final set-up screen: Email Content. Here you can fill out the text you'd like your thank you email to say. This will be sent when a parent registers their student for an activity while the activity is set to 'Register' mode. 

Alternatively, you can use the preset "Thank you" email that we created for you! 

Click Save & Review at the bottom of the page to open a preview of your new activity! 

If you are satisfied with your preview and are ready for your activity to be published on your AHQ profile just click Request to Publish! The school administrator will now have to review and approve your activity to be displayed on your profile and the school profile.

If you have any questions or technical difficulties with creating your AfterSchool HQ Activity, we want to hear from you. Contact us at [e-mail].