AHQ Overview – AfterSchool HQ

AfterSchool HQ Overview

Students are in class for the school day, but there are so many enrichment activities open to them in the hours after that last school bell. The problem has always been the visibility and management of the clubs, societies, and activities. It is our mission to make the whole process easier and more accessible.

AfterSchool HQ is an activity management platform specifically tailored for schools, with tiers for school administration, activity providers, and parents/guardians. The big idea is to have more students doing the things they want to do after school, in a safe and secure environment.

What's our purpose?

Our purpose at Afterschool HQ is to create a space for those afterschool activities and give parents/guardians, teachers, and school administrators the power to help our kids develop as individuals by selectively registering them for the activities that will benefit them most. All school endorsed opportunities are presented in one web application, designed to meet the needs of the organization.

Why do you need AfterSchoolHQ?

With AfterSchoolHQ, you will know what activities are available after school, who is in charge of those activities, and the location of the afterschool club or activity. You will also be able to securely handle payment details.

What do you need to use Afterschool HQ?

This application is web-based, so you will need internet access. You also need a district page, which you can request from Afterschool HQ administration and staff members who can coordinate Afterschool HQ so it works best for the school.

Our commitment to improving those after school hours and supporting schools, providers and students, is underlined in our mission statement.

AfterSchool HQ transforms the hours between 3:00-6:00 PM by increasing access to afterschool activities, giving students the opportunity to excel both personally and academically.

We have a fundamental commitment to students and the education community as a whole. AfterSchool HQ works with all parts of the educational ecosystem to create an environment that allows students to thrive.

Creates a centralized location to engage with parents and providers about the exciting programs offered at their Schools while managing program and provider information

Gives Providers a place to showcase their programs to all parents and students, enabling them to fill up their activity

Gives Parents a place to easily discover, register, and pay for afterschool activities that fit their schedules

What can you do with AfterSchool HQ?

View school endorsed activities available to your student
Create individualized activity plans for your student
Set up payment plans
Organize contact via e-mail and cell phone

So, how do you use Afterschool HQ to get these big jobs taken care of?

Here is an overview of the process in steps!

Step 1 is for the district administrator to establish a district homepage for the school district. The invite for this comes from AfterSchool HQ administration. You can contact AfterSchool HQ and make this request (support@afterschoolhq.com).

Step 2 is for the school district administrator to send an invite to schools and providers in the district to join AfterSchool HQ, from the AfterSchool HQ district home page.

See: Inviting district schools to join AfterSchool HQ

Step 3 is for the school administrator or the provider to accept the invitation and get the school on-boarded with AfterSchool HQ. At this point, an account type should be chosen - either school or provider.

See: Invitation to join AfterSchool HQ

Step 4 is the responsibility of the school administrator again, this time, to establish staff in roles that enable activity creation and privilege for activities. These roles include: Administrator, Program Director, Instructor, Treasurer.

See: Inviting staff/providers to support activities

** Only the administrator and the program director can create activities.

Step 5 is the addition of activities that are school-endorsed. To do this, the provider is sent an invitation to participate in AfterSchool HQ. The provider must then follow the link and create an account to access the homepage.

Now the stage is set for creating activities for students to enroll in.

Step 6 is for the parent/guardian to register students for afterschool activities.

Setting up AfterSchool HQ to work for you

See: How You Sign Up For AfterSchoolHQ

Now that you have signed up, you are ready to get organized. As mentioned earlier, there are three different tiers: school administrator, provider, and parent/guardian. Let's start as an administrator, sign up for AfterSchoolHQ, and set up a home page for your school.

Use the link for your own school home page

Now you are all set to add activities, by sending an invitation to teachers or providers to add activities.

Accepting invitations to join the school AfterSchoolHQ site.

Now it's time to switch to school provider mode, and start adding activities. You should create activities with the parent or guardian, and student, in mind.

Creating your first activity.

Activities should include all of the requested details and any additional notes that are relevant.

Start by providing a full description of the activity, and how the student can benefit by joining in.

Later, if you need to make changes to your activity, you can access and modify whatever you need.

So, what should you add to your activity?

First, let's talk about what should be put into the description of the activity. After you complete the description, you will need to add details so that the students and parent/guardian clearly understand the commitment. Do a good job of adding the details, for a more complete overview of the activity.

Add specific phone and e-mail contact details, in case anyone has a question or needs clarification.

It is important to have a location for the activity, that way, school administration and parents know where the student is. Locations should be established before the activity is entered or created and saved at the time the activity is being created.

How to add a location for an activity.

You have now created the activity. Additional information that might be helpful:

What does the thank you email mean?

What information should I put in the cost description for my activity?

When you add students to the activity, you are creating a virtual group of students, for that activity. Student Registration is the first part of the process.

To add more students to the activity manually, choose Activities from the sidebar, and then View. Now, choose Students from the horizontal menu, and add. You will be prompted to enter the student information.

You can create and maintain teams of students through the Teams feature. Teams can only be established in Leagues, and the district account manages leagues. So, you have to request permission from the district in order to add your own teams.

See: Add Students to Teams