This guide is an introduction on how to request a contract with the system. Before we get started, it’s important to understand the two different types of bookings that Kids Club HQ provides:
This document covers requesting a contract (regular days each month). If you would like to create and ad-hoc booking, please click here to view the guide on making an ad-hoc booking.
If you haven’t already registered, you will need to do this the first time you need to book.
To register, you can click on this link - a new tab or window will open so that this guide is still available.
When the page loads, there will be a login form shown. Since you do not yet have a login account, click the link labelled ‘Not got a login yet? Register Here’ below the log in form.
Please fill in the registration form, ensuring you use a password that is secure and that you will remember, then click the Register button:
Congratulations! You have just registered your login details.
Once you have registered, you will be able to log in by clicking here - a new tab or window will open so that this guide is still available.
When the page loads, you will see the login form. Please supply the email address and password you registered with then click the Login button:
There are several steps involved but it is quite a simple process and this document should help you to get through it in a breeze.
Once you have registered and logged in, you will see a page with 2 tabs in the top navigation:
Click on the My Contracts tab, as below:
To start setting up your new contract, click the Request a Contract button and then select the club that you use from the list that appears.
The steps involved are:
The first step in the process is to add your children to the system. You will initially see a form to complete for your first child like this:
Fill in the name and date of birth for your child then click the Change... button to the right of the address field. This will show you a form where you should add the address for the child you are adding:
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Click Save Address to save the address for the child.
Once the child’s details have been specified, click Save.
You will then see a list of children with just this child in it and a tick to the left to indicate that this child is selected for the booking:
If you would like to add more children, click the Add Child button and go through the above process for each child you would like to add.
Once all the children you would like to include in the booking have been added, click Next to go to the next step.
You will see a page similar to the following:
For each day you would like your child to attend the club, click the 
button to show the available sessions for that day. If there is only 1 session available that day, it will be selected by default.
If you are requesting a contract for multiple children, add the sessions for the appropriate days for each child.
Once you have selected the days and sessions you require, the page willlook something like this:
Click to continue to the next step.
When this page first shows, there are some warning messages in orange about missing information:
To fill in the missing information, click the Edit button to the right of the contact in the list. This will allow you to edit the details for this contact:
Please ensure that you populate the required details which include:
You will need to add several contacts as defined by the club you use (usually 2). You can add additional contacts by clicking the Add A Contact... button.
If you added a contact in error, you can remove them by clicking the Remove button to the right of the contacts name.
Some clubs have the option for you to specify a collection password for your child(ren). This password can be used by staff to help ensure that the person collecting your child is the person who should be collecting them as they must know the collection password.
If you would like to specify a collection password for your child(ren), select Yes to the right of the question, “Would you like to use a password for collection of your children?”.
This will give you the option to add a password for each of your children:
Click the Set a Collection Password button to the right of the child’s name to add a collection password:
Click Set Collection Password to save it. This will then show in the list like this:
To view the collection passwords for your children, click Show Passwords.
To change a collection password, click Change....
Once the contacts and collection passwords (if necessary) have been set, click Next to go to the next step.
In this step, you can add any medical conditions, dietary requirements and doctor information for your children:
If your child(ren) has any medical conditions or allergies, you can add them in this section.
Click the Add Medical Condition or Allergy... button to add information, this will show the following form:
Click the Save button to add the condition, a summary will then be shown in the list:
If your child(ren) has any dietary requirements, select Yes to the right of the question “Does your child have any dietary requirements?”:
Click Add Dietary Requirements... to add dietary requirements:
Click Save and the requirement is added to the list:
Doctor information for each of your children is required and can be added in the Doctors section:
Click on Add Doctor to add the details for a doctor and select which children the doctor is for.
Please note: if the doctor covers more than 1 of your children, please make sure that you select all children this doctor covers by ticking the box to the left of the child’s name at the top of this form.
Click to add the doctor and a summary is shown in the list:
Once the medical information, dietary requirements and doctors have been added, click Next to go to the next step.
There will usually be a set of terms and conditions that you must read and agree to before you complete your booking. These are shown at this stage.
There may also be some other consents that the club has which you can opt in or out of here.
Once you have agreed to the terms and conditions and any other consents, click Next.
That’s it!
The contract request has now been sent to the club administrators. They will review your request and notify you when it has been approved.