How to Start an Aftercare Club at Your School (Step-by-Step for SLT & SBMs)

More and more schools are recognising the value of high-quality after-school care — not just for working families, but for the wider school community too. A well-run aftercare club supports parent employment, strengthens relationships with pupils, and can make your school more attractive to prospective families.

If you're exploring how to start an aftercare club at your school (or improve what you currently offer), this practical guide walks you through the key steps — from demand and timings to staffing, safeguarding, budgeting and choosing a trusted delivery partner.

1) Assessing Demand & Choosing the Right Timings

Start with the simplest question: do families need it — and what would make it genuinely useful? The best aftercare clubs are shaped around real parent demand, not assumptions.

• Survey families (quick Google Form) on days needed, pick-up times, and age groups likely to attend.

• Decide your operating window (e.g. 3:15–6:00pm) and whether you’ll offer flexible collection.

• Map available spaces (hall/classrooms/outdoors) and consider what happens on rainy days, clubs, fixtures and school events.

• Plan for a pilot period (4–8 weeks) to test uptake and staffing levels before locking in a full model.

Atlas tip: parent demand often spikes when you clearly explain what the club offers (safe, consistent childcare + active play + calm zones), and when collection is genuinely workable for commuting parents.

2) Safeguarding, Policies & Compliance

Wraparound care is childcare — so safeguarding and compliance must be in place from day one. Whether you run the club in-house or use a delivery partner, your governing body will want reassurance that everything is robust, documented and audited.

• Confirm your Ofsted registration route (or ensure your partner is appropriately registered).

• Make safeguarding roles crystal clear: DSL oversight, reporting lines, and daily operational responsibility.

• Put key policies in place: safeguarding/child protection, behaviour, complaints, medical needs, lost child, collection, and data protection.

• Ensure safer recruitment: DBS, references, right to work, and role specific training (including SEND awareness).

If you’re considering partnering, it can help to choose a provider with a proven, transparent compliance framework. (You can see how we approach this via our Ofsted-registered wraparound delivery.)

3) Staffing Models That Work (and Keep Quality High)

Staffing is where aftercare clubs succeed or struggle. Consistency, warmth and clear routines matter just as much as ratios. The right model depends on your site, budget and operational capacity.

Common options schools choose:

• School-employed team: you recruit, train and manage staff, plus bookings/fees.

• Delivery partner model: provider supplies trained staff, safeguarding systems, parent comms and reporting.

• Hybrid: school provides space/oversight, partner delivers operations and staffing (often the most scalable option).

Atlas tip: whichever model you choose, define what “good” looks like: consistent staff faces, clear daily structure, strong behaviour support, and proactive parent communication.

4) Space, Equipment & Daily Routines (The Bits Children Notice)

Children don’t judge an aftercare club on policies — they judge it on how it feels. A great club is welcoming, structured, and gives children choice. You don’t need huge facilities — you need smart zoning and reliable routines.

Set up simple zones:

• Get Active: sports, outdoor games, movement circuits.

• Get Creative: crafts, building, role play, challenges.

• Chill Time: reading corner, puzzles, mindful colouring, calm games.

Non-negotiables that make pick-up smoother:

• Clear arrival/hand-over system from teachers to aftercare team.

• Snack + hydration routines (and allergy management).

• Safe, consistent collection procedures (passwords, authorised collectors, late policy).

5) Funding, Pricing & Reducing Risk Early On

One of the biggest concerns for SLT and School Business Managers is financial sustainability. The good news: aftercare can be viable with the right pricing model and a sensible ramp-up plan.

• Start with a minimum viable model and scale staffing as attendance grows.

• Consider tiered pricing (e.g. 4:30pm vs 6:00pm collection) to match real demand.

• Use booking systems that reduce admin load, improve registers, and support safeguarding.

Atlas tip: if you’re worried about low numbers at launch, a pilot term with flexible staffing and clear parent communication can remove most of the risk while you build trust and routine.

6) Selecting the Right Delivery Partner

If you choose to work with an external provider, look beyond a glossy brochure. The right partner should feel like an extension of your school — safeguarding-first, organised, and great with children.

What to look for in a wraparound partner:

• Proven track record in local primary schools (ask for references).

• Clear safeguarding structure, training and reporting.

• Transparent parent communication and professional admin (bookings, enquiries, payments).

• Quality of experience: children are active, included, supported and genuinely happy.

With clear planning, strong policies and the right delivery model, your school can create an aftercare club that families rely on and children love. To see how Atlas Aftercare supports schools across Gloucestershire with trusted, Ofsted-registered wraparound provision, click below to explore our partnership model in action.

Talk to us about partnering on Aftercare

Quick FAQs

Who handles bookings and payments?
Either model can work. Some schools prefer to manage fees internally, while others use a partner to manage bookings, payments, registers and parent queries end-to-end.

What if numbers are low at the start?
A pilot model with flexible staffing reduces risk. Attendance usually grows as families see consistency, clear routines and positive child feedback.

Do we need dedicated space every day?
Not necessarily. Many clubs rotate between a hall, classroom and outdoor area — what matters most is clear zoning, safe transitions and a predictable routine.

How do we ensure safeguarding stays tight?
Strong recruitment, training, registers, collection procedures and clear reporting lines are key. If you use a partner, ensure roles and responsibilities are documented and regularly reviewed.

What does “good” look like day to day?
Calm drop-in, clear snack routine, a balance of active/creative/chill choices, consistent staff faces, and a smooth pick-up system with great parent communication.