An activity is the standing offering at your school — Football, Choir, Debating. It’s the long-lived catalogue entry that doesn’t change term to term. Specific instances (with prices, signup windows and year groups) are configured separately as activity groups — see Setting up activity groups.
Where to set them up
Go to Co-Curricular → Activities → New activity.
Fields
Basics
- Name — what parents, students and staff see. Football, Concert Band, Chess Club.
- Category — sport, music, club, etc. Used for filtering and reporting.
- Description — long-form text shown on the activity’s signup page and on the mobile app.
- Active — untick to retire without deleting.
Visual
- Colour code — used to colour-code activities on calendars and the mobile app.
- Mobile icon — Font Awesome icon shown next to the activity in the mobile app. Pick one that suits the activity (e.g. futbol-o, music, chess).
Eligibility
- Year groups — which year levels can sign up. Year-group restrictions filter the activity off the signup page for ineligible students.
- Gender restriction — leave blank for open-to-all, or limit to a single option.
Cost
- Price — base cost per student per term/year (configured at activity group level, but the default lives on the activity).
- Includes GST — tick if the price is GST-inclusive.
- Has pay later — tick to allow parents to defer payment to invoice rather than paying at signup.
Reporting
- Consolidate on academic report — when ticked, multiple activity entries for the same student aggregate into a single line on the academic report card (e.g. Sport, Term 2 — 8 sessions).
Tuition mode
- Has flexible time lessons — for individual tuition activities (e.g. piano lessons) where students pick a weekly time slot. Enables the time-slot scheduler.
Why activity content matters
The activity record is reused every term. Get the description, visual styling and eligibility right once and every activity group built off it inherits sensible defaults.
For one-off offerings, you still need an activity record — but you only ever run it as one activity group. For most schools, the activity catalogue stabilises after a year or two and only the activity groups change term-on-term.
Editing activities
- Change a description, colour or icon at any time — the change propagates to all current and future activity groups.
- Year group and eligibility changes affect new signups only — existing students stay where they are.
- Price changes on the activity record itself are defaults — the activity group’s price is what actually charges parents.
Retiring an activity
Two options:
- Untick Active — keeps the historical record so reports still work. The activity disappears from new signups but past data is intact.
- Delete — only for activities added in error. Soft-deletes the record but cascades to activity groups, which can be confusing.
Untick is almost always the right choice.