​The OOSA Club Database

SIMPLE, FUNCTIONAL, AFFORDABLE
The OOSA Club databases have been specifically developed by CM Software for out of school club settings and is available exclusively for members of the Out of School Alliance (OOSA). The Out of School Alliance is the national organisation for providers of out of school care. For more information about the Out of School Alliance and to find out how to join us, please visit our website: www.outofschoolalliance.co.uk
ALL OOSA Club Databases work on the principle of:
​ONE Payment - YOU Own!  (no hidden/other charges)
  1. You ENTER child/session data ONCE, as it automatically updates to Register's and Invoice's * NO REPETITIVE DATA ENTRY *
  2. REGISTERS are AUTOMATICALLY GENERATED - you just need to print
  3. INVOICES are AUTOMATICALLY GENERATED - you just need to print
  4. You choose the club setting 'DESIGN' that best suits your needs, with the option available to have that club 'DESIGN' tweaked so that it becomes a more perfect fit!  (* please note:- there may be a nominal charge for this)​​
  5. ​​2nd purchase of same item is discounted to £50.00 *additional extras need to be purchased separately
  6. Bespoke administrative reports available by request e.g. show children with allergies  e.g.  show emergency contact nos.​ ​
DESIGN GUIDELINES
EACH DESIGN is primarily based around a DIFFERENT NUMBER of pre-set (by you) CHARGE OPTIONS​
  • JENN has 2 x AM and 4 x PM 
  • JESS has 3 x AM and 6 x PM
  • RUPERT is available in 3 different designs (AM only, PM only) or  6 x AM and 6 x PM
  • LEXIE allows for an hourly rate to be applied AS WELL AS a pre-set charge option
  • TIM includes invoice method (1) (2) and (3) 

​ALL DESIGNS - include Attendance Registers and invoice method (1) and (2) as standard​
Invoice Method (1) requires you to tick individual sessions attended by a child, for inclusion in that child's invoice
Invoice Method (2) is designed for speed, generating invoices for ALL children in a club setting with just a few button clicks
  • Invoice Method (2) supports an invoice period of as few or as many weeks as you would like e.g. weekly, monthly, half/whole term
Invoice Method (3) is an automated 'pre-booking' session approach, up to 10 weeks worth of booked sessions per child visible at a glance
​IF YOU ARE UNSURE as to which design will best suit your needs... then email/phone Jean on ddsys@hotmail.co.uk / 07594651261
       * NEW ... INVOICE METHOD (3)
                   perfect for Holiday Club purposes
VIDEO TUTORIALS - BITE SIZE - SNAPSHOTS
MAIN CHILD FORM
& Attendance Registers
ALL DESIGNS
Invoice Method (1)
ALL DESIGNS
​Invoice (2)
* NEW VIDEO TUTORIALS to be uploaded shortly - to better reflect design improvements made.
!  USER GUIDES (supplied with purchase) lots of explanatory images to step you through ...    ​

​ADDITIONAL ITEMS - AVAILABLE​
QUICK Series  £45.00

ALL children show on SAME PAGE for QUICK finance data entry
  • QUICK input additional/refund charges
  • QUICK date entry of when invoice given/sent to parent
  • QUICK input payment amount received

WIDE variety of AT A GLANCE reports
  • ​who has paid
  • who has not paid
  • individual report - per child - to show all payments made
  • HMRC Report​ ​​- all setting payments received
​​


​​​IN MY (personal) OPINION 
A MUST FOR ALL SETTINGS WITH ROLL NOS IN EXCESS OF 50

​I have been able to shave of many hours by use of this QUICK Series item - would be lost without it - to be honest!
BESPOKE Invoice £25.00

This feature enables you to add text to an invoice. If you are using the multiple invoice method, then you are able to enter the dates that the payments are due for the months within the invoicing period. 

You can also use this feature to produce deposit invoices, and enter the conditions that apply within this text box, to show in the invoice that is sent to the parents. 

DEPOSIT Invoice £25.00
also available - identical design
Activity Planner £45.00
​
This feature enables you to create a weekly planner of activities that you intend to carry out in your club setting. You can add a list of children who you would like to participate in each activity. 

You can create a bank of activities, with links to the different areas of the Early Years Outcomes (if appropriate), and this can be a quick guide to help offer a range of activities to the children in your care, that could include all 7 areas of the curriculum. 
Setting Diary £40.00

This feature was designed to allow club administrators to record all meetings and appointments, to include birthdays of club attendees if required.

On a daily basis, on opening of the club database, if there are any diary entries for that day, a pop up will bring them to your attention.

​You can also view entries for the week, month and the year. 

You can also prioritise diary entries, by way of a traffic light system, so that you can see at a glance those identified as important
Fire Equipment Checklist £25.00

This is a form that allows you to document the carrying out of fire drills within your setting. 

It's a simple form to complete and includes a child populated drop down box from which you can tick those present. 

Any problems can be recorded, as well as when you have actioned any issues that were brought to light during the drill.

Fire drills are stored, so you are able to scroll through them, to evidence how you are meeting the requirements of a safe environment.

You can enter the contents of your first aid boxes, as well as the date that you have checked them, and also make note of any items that need to be replaced. 

​This form will also enable you to note the different fire regulation equipment present in your club setting, for ease of recording dates when last checked, plus whether any action is required. 
Accident or Incident Form £10.00

​This is a form whereby you can make a record of children who arrive with any existing injuries. As well as having the flexibility to use in the case of an accident or incident occurring in the club setting, whilst in your care. 

The document can be completed on the database and printed in order to obtain a parent signature, or emailed as a PDF, offering the ability for childminders to document accidents/incidents quickly and professionally.
Accounts- Income and Expenditure £30.00

This item allows you to record all monies into and out of the club setting.

If you do not have the QUICK Series item, then this one could be used to record all parent payments made on a monthly basis.

A variety of reports can be generated at the click of a button, to show you filtered views of items entered by you.
BESPOKE Filtered Reports: £20.00

More and more clubs are now requesting reports that show a variety of different information views

e.g.  School Run
e.g. Emergency Contact Nos
e.g. Allergies

All that is required is that you tell me the data items that you would like to see shown within a document.
I attend quick update £20.00

This feature enables you to change and update the year group of the children in your setting quickly and easily using this feature. 
​
Contact Jean Ormerod at ddsys@hotmail.co.uk for more information; 
or visit our facebook forum www.facebook.com/groups/273659769463376/