HAF Booking System: How to Manage Afterschool, Holiday & Multi-Sports Clubs with Council Funding
Running a HAF-funded club comes with a mission: making enriching activities accessible to children who need them most. But delivering great experiences is only half the job. Behind the scenes, there’s admin, eligibility tracking, reporting requirements, and the need to show impact. That’s where the right HAF booking system comes in.
Whether you’re delivering a holiday programme, an afterschool club, or a multi-sports club, the right system makes a huge difference. In this article, we’ll break down exactly what to look for in a booking system if you’re managing Holiday Activities and Food (HAF) programmes - and why choosing the right platform can save you hours of work, improve your funding outcomes, and make things easier for both you and the families booking in.
Why a Booking System is Essential for HAF Delivery
If you’ve been running clubs using spreadsheets, WhatsApp, or paper forms, you’re not alone. Many providers start this way — because it’s simple and free. But as demand grows and reporting expectations increase, those manual systems start to break down. This is especially important if you’re managing bookings across afterschool, multi-sports clubs or a holiday programme.
A good HAF booking system helps you:
✅ Confirm eligibility for free places
✅ Automate reminders and confirmations
✅ Capture all the key participant details (including safeguarding and medical info)
✅ Collect and report the data your council needs
✅ Reduce no-shows with better communication
It’s not just about saving time (though it will do that too). It’s about staying compliant, getting booked up faster, and providing a smoother experience for parents.
*Eequ has features made to support council-funded afterschool, sports, and holiday clubs.*
What to Look for in a HAF-Friendly Booking System
Eequ is an approved supplier for the UK government, specifically for providing booking and data solutions for HAF. This means we’ve been on the journey to build a compliant system, and know exactly what matters.
1. Eligibility Tracking
The system should make it easy to identify who qualifies for HAF-funded places — whether that’s by postcode, school status, or other criteria provided by your local council. You should be able to set limits on how many free places are available and clearly separate data for paid and funded bookings.
2. Safeguarding & Participant Info
Your booking system should collect all the key details smoothly during the booking:
→ Emergency contacts
→ Allergies and medical needs
→ Consent for photos/media
→ Special educational needs
This reduces the back-and-forth with families and gives you peace of mind that you’re prepared for each child attending.
3. Integrated Payments and Childcare Processing
Facilitating different payment options, including childcare vouchers, ensures that more families can access your activities without financial barriers.
“Eequ has transformed our ability to monitor bookings and engage with our HAF audience. It has provided a platform that flows easily and is aesthetically pleasing.”
— Portsmouth City Council
4. Customisable Eligibility Criteria
The ability to set and manage eligibility based on specific council preferences ensures your programme stays compliant and reaches the right families. It should also be flexible enough to adapt as eligibility requirements change over time.
5. Attendance Tracking and Reporting
Councils will want to know:
❓ How many HAF-eligible children attended
❓ Which sessions were most popular
❓ How many funded places were booked
Your system should make it easy to track attendance and export reports without hours of manual work.
*Eequ’s features built to match HAF requirements.*
Top Booking Features Every Afterschool, Holiday & Sports Club Should Have (HAF or Not)
1. Zero Subscription Fees
Budget constraints are a reality for many HAF providers. Opting for a booking system with zero subscription fees can lead to significant cost savings, so that you can allocate resources to making your programmes even better.
2. Mobile-Friendly Booking
Many parents booking HAF activities are doing so on their phones, often during busy moments. If the system isn’t mobile-optimised, they might give up before completing the booking. Choose a platform where families can book in a few quick taps.
3. Automated Communications
A good system will send:
✅ Booking confirmations
✅ Reminder emails before the session
✅ Individual messages or group messages
This helps reduce no-shows and ensures parents feel supported and informed.
HAF Funding is a Big Opportunity — Don’t Let Admin Get in the Way
Since launching in 2021, the Holiday Activities and Food Programme has helped thousands of families across the UK access enriching, healthy, and active holiday experiences. The funding is there to support providers like you — but that support comes with a paper trail.
The right booking system can help you meet those requirements without drowning in admin. That means more time spent running brilliant sessions — and less time chasing forms, writing reports, or figuring out who showed up.
Testimonials from Councils and Providers
Don’t just take our word for it. Here’s what some councils and providers have to say about using Eequ for their HAF programmes:
“Simply put, Eequ is the best management software I’ve used (and I’ve used many across different sectors). Not only is the interface slick, attractive, and simple for the customer, the developers have clearly thought long and hard about the back end, and how the system can work for us. Couldn’t do without it. Thank you so much!”
— Suffolk Libraries
*Eequ is a trusted partner to dozens of councils and hundreds of activity providers across the UK.*
Try a Booking System Built for HAF — Eequ
Not all booking systems are created equal. Some are made for general events or sports venues. Others, like Eequ, are purpose-built for clubs and classes — with features that directly support HAF-funded programmes.
Setting up your classes on Eequ is fast and simple. Why not give it a go and see if you can get everything up and running in under an hour? Imagine sharing a beautiful booking link today — and waking up tomorrow with your admin already handled. Now that’s a dream worth chasing!
*Follow our simple onboarding guide to get started!*
Next Steps for Your Club
Running a HAF-funded programme comes with big impact — and big admin. Whether you’re running an afterschool club, a sports club, or a holiday programme — the right booking system takes the pressure off. It helps parents book with ease, reduces no-shows, and gives you more time to focus on what really matters: delivering brilliant sessions to the children who need them most.
Now you know what to look for — and why Eequ, built specifically for clubs, classes, and council-funded programmes, could be the right fit. We’d love for you to give it a try and join our growing community of trusted providers.
⭐️ Want to explore booking systems beyond HAF? Read our full guide to booking systems for afterschool, sports, and holiday clubs.