Frequently Asked Questions

Whether you’re running a single program or coordinating enrichment across an entire district, AfterSchool HQ gives you:

• Online registration families can complete anytime, with visibility into exactly where parents drop-off in the process
• One system for registration, attendance, billing, and reporting, instead of juggling separate tools across sites
• Share as many activities and locations as your program or district needs
• Customer Support for your team
• Online payments by credit card or ACH, including payment plans and subscriptions
• Transaction tracking with payouts by direct deposit or check
• Attendance tracking that keeps parents informed and feeds directly into your reports
• Messaging to parents and students by email and text
• Customizable forms
• Flexibility to run any type of program, from one-time events and summer camps to ongoing multi-site programming

• Browse online from any device and register for every program offered at your child’s school or provider, all in one place
• Create one account that covers your household
• Pay online with Debit, Credit Card, or ACH options
• Receive text and email updates on attendance and pick-up times
• View your children’s upcoming schedules
• Manage all your registrations from a single dashboard
• Easily re-enroll into programs with pre-populated insights from Account Profiles

Yes. AfterSchool HQ has a two-way nightly integration with student information systems, such as PowerSchool, Aeries, and Infinite Campus. Enrollment and demographic data syncs in from your SIS, and attendance and program data syncs back out, so your team isn’t manually re-entering student information.

For California districts, AfterSchool HQ produces CALPADS-ready compliance reports and supports reporting needs tied to ELO-P, ASES, and Attendance Recovery. Districts outside California can generate customizable attendance and program reports for grant and district reporting requirements.

AfterSchool HQ is hosted on AWS with encryption for data at rest and in transit, firewall-protected infrastructure, and two-factor authentication for system access. Access is restricted and monitored to keep student and family data secure. For more information please review our privacy policy.

Parents can register online for the activities you offer at various locations. Our Registration Router gives your team quick insights into where families get stuck or drop off.

Staff can check students in and out individually or in bulk, and each record feeds directly into your attendance reports. Staff can handle this manually or through self-service kiosks or QR code check-in/out. We can also show your team how to capture additional insights through attendance itself, such as meal or snack distribution, how a student is feeling that day, or any transportation needs they may have.

AfterSchool HQ produces funder-ready reports covering attendance, enrollment, demographics, and program participation. For California programs, this includes CALPADS-ready compliance reporting and support for ELO-P, ASES, and Attendance Recovery documentation.

You can accept online payments by credit card or ACH, offer payment plans or subscriptions, and track every transaction in one place. Payouts are available via direct deposit or check.

By centralizing registration, attendance, and reporting, your team spends less time on manual data entry and more time with the kids in your program.

Book a demo, and we’ll show you how AfterSchool HQ fits your program’s setup, including registration, attendance, and reporting.

Enrollment is still 1:1 for all participants. We do offer a Sessions option for our Enterprise and District subscribers that treats enrollment more like an à la carte menu to facilitate registration for a multi-sibling household.

Currently, no. The payment system with AfterSchool HQ is based on activity settings and date of enrollment. If you have a member who enrolls after the initial start of your program, prorated fees may apply to that individual.

No, messages are manually created and sent through the system. You can’t program or set up templates at this time.

No. Activities are published manually by staff. You can publish an activity offering before the enrollment opens. The system will display an Opening Soon message with a countdown showing how many days, hours, and minutes remain until enrollment opens.

Yes! You can create discount codes for your paid programs using either a percentage or a flat-dollar amount. To set one up, go to Accounting > Coupons.

Learn more about using coupons for discounts and scholarships here: How to Use Coupons for Discounts and Scholarships.

Yes! You can include a waiver or release on your sign-up form by using a Text Block to add the waiver language and a Signature question to collect the participant’s signature. You can read more here.

Grade levels do not automatically roll over each year. We encourage parents to update their household’s profiles for changes like age, grade, phone number or address.

First, confirm that they accepted the invitation sent to their email. If they have already accepted it, verify that they are using the correct email address and that they have access to the appropriate activity/site.

Administrators added to the account will have full access to student records, activity center, forms, submissions, and accounting details. We offer limited access levels for Program Directors and Instructors that require administrative personnel to assign activities to.

Check the student’s registration status. For example, a student in Applied status may need to be moved to Reserved before appearing in attendance.

Flag duplicates internally. Take note of any siblings with similar spelling, and inform your assigned account representative for their support to clean up duplicates in your contacts.

You can pay online by credit card or ACH, and some providers offer payment plans or subscriptions. You can also save payment information for future registrations.

Yes. You can receive text and email notifications about attendance and pick-up times, and view your child’s upcoming schedule from your parent dashboard.

Yes. Your account covers all your children and any programs they’re registered for, so you don’t need to create separate logins for each child or activity.

Reach out to your program provider directly. AfterSchool HQ is the platform they use to manage registration and communication, but the provider or district sets program details and policies.

AfterSchool HQ requests an email address during initial registration/sign-up to verify whether your email is associated with an account in the system. Note that the page you are redirected to is labeled Login/Sign Up, where you enter your email. If you have an account, you will be prompted to log in. If no email is found in the database, you will be redirected to the sign-up page to provide your first and last name, mobile phone number (with the option to opt in to receive SMS messages), a password, and to accept our Terms of Service before being redirected to the enrollment page.

You can update information such as age, grade, address, phone numbers, and medical conditions directly from your account by selecting the profile you want to update. The system does not automatically handle age and grade rollovers, so parents must update them as these items change.

At this time, yes. There is no way to limit which areas or items secondary parent/guardians can manage once invited to your family account.

You can update your child’s information in one of two ways. Profile updates can be made from your account-level access. Profile information generally includes details such as age, grade, school name, parent/guardian information, emergency contact information, and health information. We always encourage families to update profiles to ensure the most accurate information pre-populates for future registrations.

The second method is through an edit link that program providers can send to gather missing information for your child’s registration in a specific program. This alert is received via email and usually redirects you to log in and review your enrollment for any missing details or inaccurate data listed.

Navigating to your account and then to Activities will show which programs your child(ren) have been accepted into. Here, you can get quick insights such as seating status (Reserved, Waitlisted, Withdrawn), contact information in case you have any questions, and a Google Map geolocation in case you have any concerns about where the activity will take place.

Contact support with your child’s full name, the email associated with their registration (if applicable), and the activity they attempted or are enrolled in.

Grade levels do not automatically update when a new school year begins. You may need to manually update your child’s grade in their profile.

Payments can be processed online at the moment of registration. If a provided option, parents can use the Make a Payment option. If your school or organization offers flexibility to pay in person, there are ways to track your payment without the need to add card or banking information.