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Templates / After-school and holiday clubs

Booking forms, medical details and trip consents, from one link.

Every holiday brings new booking forms, medical updates and trip consents, and some always come back late. Docsroom asks once, gives each parent their own link and chases whoever has not replied.

8 templates80 requestsWritten for after-school and holiday clubs

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Eight templates for after-school and holiday clubs

Open a template to see every request in the order it is asked, and watch it written in and answered.

New child starter checklistfor new families · before their first session12 requests12 requests
New child starter checklistEllie Watson · Year 39 of 12 back
  • About you
  • FormParent and carer details8 questionsAssigned to NWNatalie Watson, parentFrom Chloein 2 daysComplete
  • TableEmergency contactstwo people, with numbersAssigned to NWNatalie Watson, parentFrom Chloein 2 daysComplete
  • TableWho may collectname and pick-up passwordAssigned to NWNatalie Watson, parentFrom Chloein 2 daysReady to check
  • About your child
  • FormChild detailsschool, year, classAssigned to NWNatalie Watson, parentFrom Chloein 3 daysReady to check
  • FormMedical form6 questionsAssigned to NWNatalie Watson, parentFrom Chloein 3 daysComplete
  • QuestionAllergies and dietand any medicineAssigned to NWNatalie Watson, parentFrom Chloein 3 daysAwaiting reply
  • QuestionSupport needsanything that helps themAssigned to NWNatalie Watson, parentFrom Chloein 4 daysReminder sent
  • DecisionHow they arrivewe collect or you bringAssigned to NWNatalie Watson, parentFrom Chloein 4 daysComplete
  • Agreements
  • ApprovalClub rules and behaviourread and approveAssigned to NWNatalie Watson, parentFrom Chloein 5 daysReady to check
  • ApprovalLate collection termsread and approveAssigned to NWNatalie Watson, parentFrom Chloein 5 daysReady to check
  • ApprovalPhoto consentyes or noAssigned to NWNatalie Watson, parentFrom Chloein 5 daysComplete
  • ApprovalSun cream and first aidyes or noAssigned to NWNatalie Watson, parentFrom Chloein 5 daysAwaiting reply
Staff and volunteer starter checklistfor new staff and volunteers · before they help at a session12 requests12 requests
Staff and volunteer starter checklistCallum Reid · play leader9 of 12 back
  • Who you are
  • QuestionRight to work share codepaid staff onlyAssigned to CRCallum Reid, play leaderFrom Chloein 3 daysComplete
  • UploadPhoto IDpassport or licenceAssigned to CRCallum Reid, play leaderFrom Chloein 3 daysComplete
  • FormReferee detailstwo refereesAssigned to CRCallum Reid, play leaderFrom Chloein 4 daysReady to check
  • FormBank and tax detailspaid staff onlyAssigned to CRCallum Reid, play leaderFrom Chloein 5 daysReady to check
  • Checks
  • UploadEnhanced DBS certificatecurrent certificateAssigned to CRCallum Reid, play leaderFrom Chloein 4 daysComplete
  • FormHealth declaration6 questionsAssigned to CRCallum Reid, play leaderFrom Chloein 5 daysAwaiting reply
  • FormSuitability declarationpeople you live withAssigned to CRCallum Reid, play leaderFrom Chloein 5 daysReminder sent
  • Training
  • UploadPaediatric first aidif you have itAssigned to CRCallum Reid, play leaderFrom Chloein 6 daysComplete
  • UploadSafeguarding trainingcertificateAssigned to CRCallum Reid, play leaderFrom Chloein 6 days1 file sent
  • UploadPlay or coaching awardcertificateAssigned to CRCallum Reid, play leaderFrom Chloein 6 days2 files sent
  • ApprovalCode of conductread and approveAssigned to CRCallum Reid, play leaderFrom Chloein 7 daysComplete
  • Your days
  • TableSessions you can coverday, from, toAssigned to CRCallum Reid, play leaderFrom Chloein 7 daysAwaiting reply
Returning staff updatefor returning staff and helpers · before each school holiday6 requests6 requests
Returning staff updateJess Harding · summer holiday5 of 6 back
  • Your dates
  • TableDates you can workdate, from, toAssigned to JHJess Harding, play workerFrom Chloein 3 daysComplete
  • DecisionRole you would likeplay leader or helperAssigned to JHJess Harding, play workerFrom Chloein 4 daysComplete
  • Anything new
  • QuestionChanges to your detailsaddress, phone or healthAssigned to JHJess Harding, play workerFrom Chloein 4 daysReady to check
  • QuestionDBS update service IDif you use itAssigned to JHJess Harding, play workerFrom Chloein 5 daysReady to check
  • UploadPaediatric first aidif yours has been renewedAssigned to JHJess Harding, play workerFrom Chloein 6 daysComplete
  • ApprovalCode of conductread and approveAssigned to JHJess Harding, play workerFrom Chloein 7 daysAwaiting reply
Holiday club bookingfor parents booking weeks · before each school holiday10 requests10 requests
Holiday club bookingFreya Lloyd · summer holiday8 of 10 back
  • Weeks and days
  • TableWeeks and days wantedweek, days, full or halfAssigned to SLSian Lloyd, parentFrom Chloein 2 daysComplete
  • DecisionEarly drop-offbreakfast or normal startAssigned to SLSian Lloyd, parentFrom Chloein 2 daysComplete
  • DecisionLate pick-upusual time or laterAssigned to SLSian Lloyd, parentFrom Chloein 3 daysReady to check
  • DecisionLunchpacked or hot mealAssigned to SLSian Lloyd, parentFrom Chloein 3 daysReady to check
  • Funding and help
  • QuestionFree school mealsif your child gets themAssigned to SLSian Lloyd, parentFrom Chloein 3 daysComplete
  • QuestionSiblings booking toonames and yearsAssigned to SLSian Lloyd, parentFrom Chloein 3 daysAwaiting reply
  • Terms
  • FormMedical update5 questionsAssigned to SLSian Lloyd, parentFrom Chloein 4 daysReminder sent
  • ApprovalBooking termsread and approveAssigned to SLSian Lloyd, parentFrom Chloein 5 daysComplete
  • ApprovalCancellation termsread and approveAssigned to SLSian Lloyd, parentFrom Chloein 5 daysReady to check
  • ApprovalBehaviour agreementread and approveAssigned to SLSian Lloyd, parentFrom Chloein 5 daysReady to check
Yearly insurance and risk checksfor the club · each year, before term starts12 requests12 requests
Yearly insurance and risk checksSunbeam Kids Club · yearly pack9 of 12 back
  • Insurance
  • UploadPublic liability insurancecurrent certificateAssigned to DWDan Whitaker, deputy managerFrom Chloein 7 daysComplete
  • UploadEmployer’s liabilitycurrent certificateAssigned to DWDan Whitaker, deputy managerFrom Chloein 7 daysComplete
  • UploadTrip and minibus covercurrent certificateAssigned to DWDan Whitaker, deputy managerFrom Chloein 8 days1 file sent
  • Venue and safety
  • UploadVenue hire agreementcurrent copyAssigned to DWDan Whitaker, deputy managerFrom Chloein 8 days2 files sent
  • UploadFire risk assessmentsigned and datedAssigned to DWDan Whitaker, deputy managerFrom Chloein 10 daysComplete
  • UploadFire evacuation planwith meeting pointAssigned to DWDan Whitaker, deputy managerFrom Chloein 10 daysAwaiting reply
  • TableFirst aid kit checkitem, date, checked byAssigned to DWDan Whitaker, deputy managerFrom Chloein 10 daysReminder sent
  • UploadRegistration certificateif registered with OfstedAssigned to DWDan Whitaker, deputy managerFrom Chloein 12 daysComplete
  • Activities and policies
  • UploadActivity risk assessmentsone for each activityAssigned to DWDan Whitaker, deputy managerFrom Chloein 12 days1 file sent
  • ApprovalSafeguarding policyread and approveAssigned to DWDan Whitaker, deputy managerFrom Chloein 14 daysReady to check
  • QuestionAccidents this yearhow many, and follow-upAssigned to DWDan Whitaker, deputy managerFrom Chloein 14 daysComplete
  • TableStaff to children ratiossession, staff, childrenAssigned to DWDan Whitaker, deputy managerFrom Chloein 14 daysAwaiting reply
Trip leader checklistfor trip leaders · two days before each trip9 requests9 requests
Trip leader checklistHannah Brooks · farm park trip7 of 9 back
  • Before you go
  • UploadTrip risk assessmentsigned and datedAssigned to HBHannah Brooks, trip leaderFrom ChloetomorrowComplete
  • UploadVenue insurancepublic liabilityAssigned to HBHannah Brooks, trip leaderFrom ChloetomorrowComplete
  • UploadTrip registernames, consents, contactsAssigned to HBHannah Brooks, trip leaderFrom Chloetomorrow1 file sent
  • QuestionRatio for the tripstaff and childrenAssigned to HBHannah Brooks, trip leaderFrom ChloetomorrowReady to check
  • QuestionFirst aiders comingnamesAssigned to HBHannah Brooks, trip leaderFrom ChloetomorrowComplete
  • Getting there
  • DecisionTransportminibus, coach or walkingAssigned to HBHannah Brooks, trip leaderFrom Chloein 2 daysAwaiting reply
  • QuestionMeeting point and returnplace and timeAssigned to HBHannah Brooks, trip leaderFrom Chloein 2 daysReminder sent
  • On the day
  • ApprovalEmergency planread and approveAssigned to HBHannah Brooks, trip leaderFrom Chloein 2 daysComplete
  • QuestionHead count timeswhen you will countAssigned to HBHannah Brooks, trip leaderFrom Chloein 2 daysReady to check
Visiting coach and provider setupfor coaches and providers · before their first session10 requests10 requests
Visiting coach and provider setupNorthfield Sports Coaching · provider8 of 10 back
  • Their details
  • FormProvider details6 questionsAssigned to RMRaj Malhotra, coachFrom Chloein 3 daysComplete
  • UploadPublic liability insurancecurrent certificateAssigned to RMRaj Malhotra, coachFrom Chloein 4 daysComplete
  • UploadEnhanced DBS certificatefor each coachAssigned to RMRaj Malhotra, coachFrom Chloein 4 days1 file sent
  • UploadCoaching qualificationgoverning body awardAssigned to RMRaj Malhotra, coachFrom Chloein 5 days2 files sent
  • Their sessions
  • UploadSession plana typical weekAssigned to RMRaj Malhotra, coachFrom Chloein 6 daysComplete
  • UploadRisk assessmentfor your activityAssigned to RMRaj Malhotra, coachFrom Chloein 6 daysAwaiting reply
  • QuestionKit you bringand what you need from usAssigned to RMRaj Malhotra, coachFrom Chloein 6 daysReminder sent
  • Working with us
  • DecisionSession slotafter school or holidayAssigned to RMRaj Malhotra, coachFrom Chloein 7 daysComplete
  • ApprovalOur safeguarding policyread and approveAssigned to RMRaj Malhotra, coachFrom Chloein 8 daysReady to check
  • ApprovalProvider agreementread and approveAssigned to RMRaj Malhotra, coachFrom Chloein 8 daysReady to check

Written for after-school and holiday clubs. The names are made up. The replies coming in are an illustration. Build any of these in Docsroom and save it as your own template.

Why it helps

What changes for you

One link for every parent

Parents open their own link, with no account or password, and send medical and booking details from their phone.

Consents come back before the trip

You can see which parents have not sent a trip consent yet, and Docsroom reminds them while there is still time.

Staff and volunteer papers together

DBS and first aid certificates for staff and volunteers arrive in one list, each with the date it came in.

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