Kids’ Summer Club System
An organization running seasonal kids’ clubs with daily programs, activities, safety requirements, and parent communication.
The full season from registration to closing: daily programs, documented activities, non-negotiable safety, and parent reports.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
The season opens with “Registration” cards for each child including their details, age, health condition, emergency numbers, and who is authorized for pick-up — pick-up information is a security matter, not an administrative one. The card moves to “Program” where the child joins their age group and daily program; the team then works daily in “Daily Activities” where activities run, attendance, engagement, and any behavior notes of interest to supervisors are documented. Any card enters the “Safety” column upon any incident however small: a scratch, a fight, or a fever — the incident, action taken, and parent notification are documented before the card returns to its path. Periodically “Report” cards summarize the child’s week and are shared with parents, and everything ends with “Season Closing” for archiving and full-season evaluation.
Chat runs between supervisors and the club director: activity coordination, supplies requests, or immediate escalation of a safety case — in children’s matters, a minute makes a difference. Announcements are for club-wide matters: trips and special events schedule, clothing and supplies instructions, and weather alerts for outdoor activities.
Dues manages seasonal subscription fees, advance payments, and paid add-on activities like trips, with privacy separating each family’s account — so the club director knows collection rates by mid-season, not after it ends.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Club Director
Approves age-group programs and activity schedules, reviews safety reports first-hand, and alone holds the decision to halt any activity.
Activity Supervisors
Run daily activities and document attendance and engagement on cards, reporting immediately any incident entering the “Safety” column.
Safety Officer
Inspects facilities and equipment daily before drop-off, documents every incident in “Safety” with action taken and parent notification, and follows cases until resolved.
Registration & Communication Coordinator
Manages registration cards and authorized pick-up lists, prepares weekly parent reports, and follows subscription collection in Dues.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Welcome announcement: «Welcome to the Summer Club System»
From today the season is run from here: registration, programs, activities, safety, and reports are cards in clear columns. One non-negotiable rule: any incident however small enters the “Safety” column, is documented, and parents are informed on the same day. Chat is for quick coordination, Announcements for events and parent instructions, and subscriptions in Dues. Start by registering enrolled children and verifying each one’s emergency details.
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