How to Choose a Booking System for Afterschool Clubs, Holiday Clubs, and Multi-Sports Providers

If you’re anything like a lot of the coaches, teachers and mentors we meet, you probably rely on manual systems like Excel spreadsheets, WhatsApp, or Facebook Messenger to handle bookings. While these methods can work initially, they quickly become inefficient as clubs grow, leading to missed messages, payment issues, and an overall admin overload. Nobody wants that, and it’s definitely not what you signed up for when you started running your club!

Whether you’re running an afterschool club, sports club, or a multi-sports programme, a dedicated booking system built specifically for clubs like yours can make all the difference. It automates registrations, payments, and attendance tracking — so that you never have to waste time on admin again!

This article will guide you through the essential features to look for in a booking system, how funding programmes like *HAF (Holiday Activities & Food Programme) should impact your choice, and how Eequ can support the needs of your club.

Eequ: The booking system for Afterschool, Holiday and Multi-Sports clubs and classes

Why Afterschool, Holiday and Multi-Sports Clubs Need a Booking System

With increasing demand for structured activities outside of school hours, clubs have to provide a seamless booking experience for parents while keeping administrative workload manageable. We know that’s hard without a well-structured team — and during peak registration periods, it’s almost impossible. If you’re relying on external help with your website or admin, that can also become very costly or downright unaffordable. Finally, you want your attention and energy to go to the sessions that you run — thoughtfully preparing for them and giving as much individual support to every attendee as possible — and not the booking system, right?

The good thing is — you’re not alone. We know many operators of local clubs and activities are struggling, and we know you’re hoping there is a simple solution to this! Luckily, technology comes to the rescue — with digital booking systems reducing admin time, preventing missed payments, and making your club look beautiful. All whilst being easy to use and without costing a fortune!

“I absolutely love what you’ve created! Eequ has been a total game changer for me in how I publicise and manage my groups. Being able to focus on running the groups while knowing everything is taken care of behind the scenes has been fantastic. Thank you for your creativity and support! ?” — Appletree Community

Key Challenges Clubs Face Without a Booking System

If you’re still using spreadsheets, social media messages, or paper lists to manage your club’s bookings, you’re not alone. Many clubs, especially afterschool clubs and multi-sports programmes, start this way — because it’s quick, free, and familiar. But as attendance grows and responsibilities increase, these tools can become more of a burden than a solution.

❌ Missed bookings — Parents forget to confirm, or requests get lost in messages.
❌ Payment delays — Cash needs recording; manual invoicing leads to late or missing payments.
❌ Limited access — Parents may only be able to book during office hours, but many prefer 24/7 booking.
❌ Too much admin — Managing bookings via spreadsheets or messages is time-consuming and never-ending.
❌ Missing participant data — A good system collects medical needs, allergies, emergency contacts, and consent.

What Features to Look for in a Booking System for Your Afterschool, Holiday and Multi-Sports Club

Choosing the right booking system is crucial. You want simple, accurate software that fits your needs. These must-have features will simplify administration and improve the booking experience for both staff and parents.

1. Online Registration & Scheduling

A seamless online registration system allows parents to book sessions quickly, manage multiple children in one booking, and receive instant confirmations, reducing back-and-forth communication. It’s always available, providing full information about what you offer — and taking bookings even while you sleep!

Manage bookings, payments, pre-session questionnaires, and the register on Eequ.

2. Automated Payments & Invoicing

Handling payments manually is time-consuming and error-prone. A well-built booking system automates the entire payment process — including your bookkeeping.

A good payment system should offer:

Instant payments — Parents can pay during booking, avoiding fee-chasing.
Automated invoicing — Invoices generated and sent instantly.
Payment reminders — Automated nudges keep cashflow on track.

3. Attendance Tracking & Reporting

Accurate attendance records matter for safety, fees, and insight. If you receive government or council funding (e.g., HAF), accurate reporting is mandatory. The ability to generate downloadable reports means you can submit documentation without issues — and stay eligible for future funding.

4. Multi-Club & Multi-Session Management

Managing multiple clubs or sessions across locations is messy without the right system. Your platform should let you schedule and manage varied activities, age groups and venues with ease.

Look for:

Centralised scheduling — Create and manage multiple sessions in one place.
Custom session formats — Support both single-day and recurring bookings.
Multi-location support — Seamlessly handle different venues and pop-ups.

That’s it — no more back-and-forth about drop-off locations, and no more last-minute reminders about one-off sessions.

“We use Eequ for a variety of different events including HAF and a variety of adventurous activity sessions. We have found the system to be very versatile and adaptable and even handle our consenting and risk acknowledgment procedure over Eequ.” — Cumulus

5. HAF & Council Integration

Children’s activity levels are a long-standing challenge in the UK, but recent funding changes offer hope. If you receive (or aim to receive) government funding, particularly through HAF, your booking system must help you stay compliant and efficient.

Key requirements include:

Eligibility tracking — Verify participant eligibility for funded places.
Automated reporting — Generate attendance/booking reports to simplify audits.
Secure data management — Protect sensitive data and meet data-protection standards.

By using a system that integrates with HAF requirements, you make life easier and can focus on your craft.

⭐️ Want a full breakdown of what to look for in a HAF booking system? Read our dedicated guide to managing council-funded clubs.

6. Mobile-Friendly Interface

A mobile-friendly booking experience isn’t a nice-to-have — it’s essential. Parents book on the go and expect a quick, smooth process. If your page isn’t mobile-optimised, they’ll struggle — and drop off. Make mobile usability a top priority.

Choosing the Right Booking System for Your Afterschool, Holiday and Multi-Sports Club

Choosing a booking system is a big decision — worth getting right first time. Move your classes once, then let the system run smoothly for years. Don’t rush; follow these steps:

1. Identify Your Needs

List the essentials for your club:

Online registration and scheduling
Payment processing and invoicing
Attendance tracking and reporting
Multi-club or multi-session management
Council funding compliance (e.g., HAF)

Think big — your offer may evolve. Choose software that grows with you.

2. Research Available Platforms

Compare options and check:

Fit with similar clubs — Case studies/testimonials.
HAF/council support — Is it clearly stated?
Mobile usability — If the website is clunky on mobile, the booking journey likely is too.
Costs — Monthly fee vs pay-as-you-earn. Early-stage clubs often benefit from aligned incentives, not heavy upfront fees.

3. Read Reviews and Testimonials

Real-world feedback matters:

Ease of use — Are other clubs finding it straightforward?
Customer support — Availability, helpfulness, good self-serve FAQs.
Reliability/uptime — Crashes and lag frustrate parents — and you. Prioritise stability.

“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

4. Test the System

Most platforms offer trials or demos:

Navigate the interface
Book a test session like a parent
Check reporting and admin tools

This takes <15 minutes and can save hours later.

Eequ is widely used by afterschool, holiday and multi-sports activity providers across the UK.

Eequ: The Fastest-Growing System for Afterschool, Holiday and Sports Clubs & Classes in the UK

Founded in 2018, Eequ set out to build a booking system that truly works for clubs and classes. Backed by Local Councils, we now host hundreds of mentors. While many activities focus on arts, sports and outdoor education, the community is diverse — from cooking classes to archery to sustainability talks.

What we offer:

Pay-as-you-earn model — No upfront fees, contracts or subscriptions; just pay when you earn.
Simple booking and scheduling — Quick for parents; efficient for admins.
Integrated payments and invoicing — Secure transactions with automatic invoices.
Compliance-friendly features — Attendance tracking and reporting for HAF-funded clubs.

Getting Started on Eequ

Setting up your classes on Eequ is fast and simple. Aim to get everything live in under an hour — share a beautiful booking link today and wake up with admin handled.

Onboarding steps:

Create your profile ? — Introduce yourself and showcase what you offer.
List your sessions ? — Add classes, schedules, and clear descriptions.
Set up bookings & payments ? — Choose instant booking or review, configure payments.
Publish & share ? — Make sessions live and spread the word.
Manage & grow ? — Track bookings, chat with attendees, and expand offerings.

Picking the right system makes everything easier — less admin, easier payments, and a smoother experience for you and parents. With Eequ, you get a simple, flexible, affordable tool built for clubs like yours.

Your Booking System, Sorted

Running an afterschool, holiday or multi-sports club or class? The right booking system helps parents book with ease, takes admin off your shoulders, and frees you to focus on delivering great sessions. Whether afterschool clubs, sports or holiday programmes, or a HAF-funded activity, a solid platform makes the difference.

Now you know what to look for — and why Eequ, built specifically for clubs and classes, might be the perfect fit. We’d love you to give it a try and join our growing community of passionate Mentors!

⭐️ Running a HAF-funded programme? Check out our guide to HAF booking systems and how to manage council-funded clubs.