Creating School Trips / Events with or without parent consent

This article explains how to create events with or without parent consent via Organising. If you wish to create events where parents/ students can self-select themselves onto events and activities, please utilise the Activities & Clubs Admin | Instant Book & Pay and click here for detailed instructions.

An example of events whereby you require parent consents can be a school trip or sporting fixture. We will use a parent consent required school trip as an example for this article. 

1. Click Organising
   
   
2. Click +Add Event on the top right corner
   
   
3. Select an event type from the list (these may be labelled differently due to your school's preferences). For this example, we will select School Trip.
   
4. When selected, you will be taken to the event creation page.
   • Communication Preferences: Select the preferred one. In our example, we will select 'Send Availability/Consent Requests with auto selection'.
     
     Communication preference dictates how parents/ students receive event invitations and notifications. 
     
     • Send Availability/Consent Requests with the manual selection:
       • Request consent from the parents.
       • Parents advise availability and give consent.
       • Manually choose the students attending the event from those who have provided consent.
       • Notify the selected students/parents.
     • Send Availability/Consent Requests with auto selection: (Most Used for School Trips)
       • Request consent from the parents
       • Students will be automatically added to the register once consent is given.
       • No further selection is required.
     • Notify only (without Availability Requests)
       • Notify selected students from a group of an event (without requesting consent).
       • This will populate the diaries of the parents and students but will not send an email notification to the parent.
     • Auto-notify (without Availability Requests)
       • Notify all students in a group for an event (without requesting consent).
       • This will populate the diaries of the parents and students but will not send an email notification. 
   • Parental Consent Required: Tick this checkbox. Please note, if select either Notify Only or Auto-notify, the parental consent required option disappears. Additionally, only untick the checkbox if you wish to send the invite to students only and not the parents.
     
     
   • Add Fees?: Select Yes, at time of selection to add a fee; or select No if not required. Please note when you add fees in this type of setup, the fees are charged at the point of selection. Therefore, when 'Send availability/Consent requests with auto selection' is selected as the communication preference, fees are charged to the students' account as soon as the parent gives consent.
     
   • Details: The Event type will be defaulted to the one you selected when creating the event. But you can change that Event type option if needed.
     
   • Attendees: Select the attendees and add the title
     • Who is invited: Select either Group or Year (Recommended to use a Group, instead of Year, so more staff can manage the event at the same time)
     • For Who: Select the corresponding group or year/grade
     • Title: Add in the event name
       
   •  
   • When and where: Complete the event details
     • From: When the event starts (date & time)
     • To: When the event ends (date time) 
     • Venue: Either Home or Away
     • Where: Select the location from the drop-down bar
       
       
   • Meeting at: Complete the location and meeting time, again a new venue can be added here.
     
   • Vital Information / Additional Information: Add any vital or additional information for the event into the text boxes.
     
   • Repeats: If the event is not a one-off and is repeating, fill in the details. However, this option will only be available if either Notify Only or Auto-Notify was selected as the Communication Preference, not if consent is required. In our example, this would not appear.
     
   • Event Organiser: Select the Organiser accordingly. This will be the lead organiser of the event (you can create events for other staff users)
     
5. When all details have been entered click Save.
6. Now the event has been created, you will be taken to the event organising screen. You must now invite parents/ students to the event. To do this, click Availability/Consent.
   
7. From this screen you can either invite all students, invite selected students or manually select the event preferences for students (you can click Yes to confirm the child without an email invitation). In our example, we will click on All, invite all students and click Save/Send. 
   
8. When a student is invited, the parent will receive an event invitation via email as shown in the example below:
   
9. When a parent logs in, they will see the the invitations in Action Required section.
   
10. Once clicked, parents will be taken to their Diary where they can decline or give consent.
    
11. The availability will update within the event information once parents have accepted or declined.
    
12. Parents will receive an Event Selection confirmed email and Fees email (if you associated a fee to the event) once consented.
13. If you want to send communications to those selected for the event, go to Reception | Registers/Events and click on Send Communication to do so.