Trips Portal - Creating a Trip Event that requires Parent Consent

 This article explains the process of creating a trip event that requires parental consent.

Part 1: Creating the Event

1. Click the Trips Portal.
   
   
   
2. Click on +Add Button.
   
   
   
3. Select the kind of Event you want to create , enter the Event Name, and click Next.
   
   
   
4. Select the Year/Grade/Group that you would like to create the Event for and Click Add to add the group.
   
   
   
5. Create a group for the selected users and fill in the details for the Name of the new group, select Gender, select Activity. Add the required description.
   
   
   
6. Choose the staff members by clicking on Manage staff (click the green + button) and choose a lead staff from the Selected staff members and Click Next.
   
   
   

7. Select the recipient for the Communications to be sent to.
   
   
   

8. Select one of the two Consent options at the bottom and click Next.
   • Consent with auto selection: Students will be added to the registers once consent is given.
   • Consent with manual selection: The staff will further select the students out of the consented students. It is an extra step, but it provides more control for the staff over the event participants.
     
     
     
9. Fill in the Event Venue, Meeting Location,Pickup location,  Date, Meeting Time, Pickup time and any information you wish to show in the participants' diary.
   
   
   
10. Define the fee for the event (if applicable) and Click Next.
    
    
    
11. Specify the message displayed on the parent consent page. If there is a data form, consent deadline, or place limits to the event, you can also define them here and Click Next.
    
    
    
12. Review the event details and Save.
    
    
    
13. Once saved, the event will appear in the Trips portal:
    
    

Part 2: Inviting the students

1. In the Trips Portal click on the Event that you have created.
   
   
2. Click the 'Manage' tab on the event.
   
   
   
3. On this page, you can select the students in the group that you want to invite. If you wish to invite certain students not in this group as guest students, you can click the Add button to add them to the invite list as well.
   
   
   
4. Once the students are selected, click Send at the bottom of the page. The status will change to Awaiting Response for the students, and the Last Invited timestamp will appear in the last column.
   

Part 3: Viewing/Updating Consent Status

1. Select the Consent tab at the top of the page. Here you can see the last consented person, the consent history for each student, and override a student's consent status if needed.
   
   
   

• If you selected Consent with auto selection as the communication option in Part 1 above, the students' names would show on the register directly once consent is given, there are no further steps required from you.
• If you selected Consent with manual selection, please proceed to Part 4 to view the selection process.

Part 4: Selecting the event participants

1. Go to the Selection tab at the top of the page to view the list of consented students.
   
   
   
2. In the Selected column, choose the students who will participate in the event.
   
   
   
3. Click Confirm Selections to finalize your choices.
   
   
4. The selected students will then appear on the register.