Joining AfterSchool HQ
You will receive an e-mail invitation to join AfterSchool HQ.
Accepting your invite to AfterSchool HQ is as easy as following the links and setting up your account.
If you have any difficulty, let us know. We're here to help.
Your AfterSchool HQ account setup can be completed by clicking the link in the invitation e-mail, which is the last step in the process of signing up.
You will need to fill in your name and e-mail. Note that the password must be 8 or more characters.
After you successfully create your AfterSchool HQ account, you will be able to either create activities now or explore by yourself.
Make sure to either click the Create Your First Activity button or the Explore on my own link.
Creating Your First Activity
Let's get to why are you using AfterSchool HQ: Activities!
As above, the first time on AfterSchool HQ, you will get the option to create activities immediately. If you choose Explore on my own, you can also add activities for students to join by selecting the Activities option from the sidebar menu.
Here, you can create your first activity for students to join, by clicking the Create button, the link, or the + button.
A new activity needs a name, signup date range, how many places are available. This is the New Activity Setup screen.
You can add specific details by choosing options from the right side bar. As soon as you save the activity, the options are enabled.
You can add gender and grade restrictions from the Restrictions option.
The Schedule option adds flexibility in planning regular meeting times, or days on which there are no meetings.
Use the About Your Activity menu option to let students, parents, administrators, know about the activity. Be as detailed as possible.
Use Contact to make it clear who the contact person is. Indicate if the contact person is a student, external provider, or staff member.
The Location of the meeting is important for all attendees, as well as school administrators and parents, who want to know where the students are afterschool. All activity locations are stored, so if you have not entered a location, you will be prompted. This location will then be saved and can be accessed in the future when entering characters used to describe the location in a location field.
If the activity requires a payment from the student, then make sure that you add those details through the Pricing & Payment page.
Here, advanced settings allow the payment to be split up or scheduled on a subscription basis.
Finally, as students are signed up for this activity, a welcome e-mail is automatically sent to the e-mail address listed for the student. Use Email Content to describe what you want to be in this email. Note below, there are 2 modes: one for registration and the other for application. You should add flexibility to the signup process by adding content for both.
Finally, it's time to publish your activity. You may have noticed the Publish option in several places on the setup screen. Take this option to verify that your activity is ready for students to signup. If there is anything missing, you are prompted with a list of things you need to take care of before students can sign up. Why might this happen? You may have forgotten to save after you filled in details in one or more of the setup screens.
Below, you can see that the Schedule may not have been saved, and there is something that needs attention in the Contact Information.
Once the problems are taken care of, the activity is ready to be published, for real this time!
Viewing And Changing An Activity
You have created an activity, but what if some details change and you need to edit the activity? Choose Activities on the left sidebar menu and you will see a list of the activities you have created so far.
Choose View, and the activity summary opens up.
To make changes to an activity, choose Setup from the horizontal menu bar, second option from the left, after Summary. Each screen will reflect what you have already gone through in setting up the activity. Note that Next and Save both save your changes.
Managing Students In An Activity
To manage students in a specific activity, choose Students from the horizontal menu bar on the top. You can expect to see a notice that there are no students before students register for the activity.
You can add students to the activity by clicking the Add Student button. You will be prompted to add information for the student, including optional contact information for parent/guardian. Health information (such as allergies) is optional. Nonetheless, it is encouraged to record any allergies or health concerns.
As you add more students, you will see them listed, under Students, for this activity.
You may be required to take attendance for the activity meetings. You can do this by selecting the Attendance option.
Communication is an important part of any activity, and AfterSchool HQ is ready to help with this. To send a message, choose Messaging from the horizontal menu bar.
Click the Send New Message button. You will be able to compose a message and choose who to send it to.
Managing All Students
You may need to manage all students who are registered in activities through AfterSchool HQ. Maybe you need to locate a group of students, see who is enrolled in specific clubs, or get details and statistics. Choose the Students option from the left vertical sidebar menu. You will see a list of all students that have been enrolled in activities through AfterSchool HQ.
From here, you can view the student details and access the information that has been entered for a particular student.
Now go rule the AfterSchool world!