School Club and Activity Record

Who this is for

Every club, team and activity on one sheet. Each row holds the day and time, where it happens, what it costs for the term, whether that has been paid, what kit has to go in the bag and who runs it.

Parents and carers with a child — or three — signed up to more clubs than fit in one head, and school staff or club leaders who want a term's activities written down in one place.

What this helps you track

• Which clubs and activities are on, on which day and at what time
• Where each one happens and who runs it, with a way to contact them
• The fee for the term and whether it has been paid
• What kit or equipment each one needs, so the right bag goes on the right day
• The total cost of the term's activities and what is still owed

How to use it

1. Write the child, the school and the term at the top.
2. Add a row for each club or activity with the day, the start and finish times and where it takes place.
3. Write the fee for the term as the club states it, and tick paid when it has gone.
4. List the kit each one needs — boots, instrument, swimming things, a costume — in the kit column.
5. Put the leader's name and a phone number or email in the contact column so a cancellation or a lost jumper has somewhere to go.
6. The fee total and the amount still to pay are worked out in the browser version and the workbook; on paper, add the fee column at the foot.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Is this the same as the activity and club schedule?

They overlap in subject but not in purpose. The schedule lays a week out by day for planning the diary; this record is one row per club with the fee, the kit and the contact — the administration rather than the timetable.

Can I include clubs outside school?

Yes. Anything with a day, a place, a fee and some kit fits the row — a swimming club, a scout group, a Saturday drama class.

What does still owed show?

The fee on any row not yet ticked paid, added up. When a fee is paid in parts, note it in the notes and tick paid once the last part has gone.

How many children can I keep on one sheet?

As many as you like, with the name in the club column or the notes. One sheet per child keeps the totals separate, which matters more when the fees differ.