Events
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Clubs and Trips
- Trips can span multiple consecutive days. For multi-day trips, set the End Date to the final day. For example, a three-day trip starting Monday 1st July should have a Start Date of 1st July and an End Date of 3rd July.
- Forms can be used for multiple trips, but as where a form is being used for an event, it cannot be edited.
- When parents do not have access to the Parent App, pupils should be invited to clubs and trips using Events; however, you should contact them offline, for example, by letter. If a parent wants to enrol their child on a club or trip, they can reserve and pay for their child's place directly with the school, for example, through the school office. After reservations and payments are made, manually update the details for the club or trip in Events on behalf of the parents.
- After you have published a club, you can change the basic details of the club (its Title, Description and Category, Capacity (how many can attend the club) and the Location). You cannot change the schedule of the club, for example, how often the club will run or it's start and end dates and times. You cannot change any payment related details either, for example, the price of the club or allowed payment methods. You can add and remove staff members and pupils (along with their associated contacts).
- After you have published a trip, you can change the basic details of the trip (its Title, Description and Category, Capacity (how many can attend the club) and the Location). You cannot change any scheduling details relating to the trip, for example, when it's run, how often (if more than once) or it's start and end dates and times. You cannot change any payment related details either, for example, the price for a child to attend the trip or allowed payment methods. You can add and remove staff members and pupils (along with their associated contacts).
- Mark a pupil's Pupil Status as Declined when their parents refuse the invite sent to them, for example, because they don't want their pupil to attend a trip or participate in a club. A pupil's Pupil Status should be set as Uninvited when the school withdraws a previous invitation, for example, for poor behaviour.
- You can view the finances for a single trip or club from the Reconciliation report. Additionally, you can track which pupils have paid and which haven't on the Payments tab for the trip or club.
Parents' Evening
- When inviting parents to a parents' evening, we recommend that you only invite a pupil's Primary Contact so that only one parents' evening invitation is sent for each pupil. Where a pupil has parents who are seperated, you can manually add an extra appointment for the other parent. See the Add a pupil and invite their contacts section in the Add pupils to a parents' evening article for further instructions.
- After you have published a parents' evening, you can change the basic details of the parents' evening (its Title and Location). You cannot change the schedule for the parents' evening, for example the start and end date and times, and time-slot durations. You can, however, add and remove groups and pupils (along with their associated contacts). It's worth noting that when removing groups, all appointment bookings with the associated staff member must be cancelled / rescheduled before the group can be removed.
Payments and Refunds
- When setting up clubs and trips that require a parent to pay for their child to attend, parents can pay online using the methods enabled through your school's Stripe account, and using those methods supported by the provider of any third-party URL you use. Additionally, parents can pay offline using cash.
- Currently, parents cannot pay by instalments for clubs and trips.
- Currently, card payments are not automatically refunded if an event is cancelled or a pupil is removed from an event. You must manually initiate the refund through your Stripe account.
- Unenrolled pupils are not automatically refunded. You must manually initiate any refund.
General
- Yes, there is a full calendar listing all events and trips that can be accessed from the Calendar page in Events. Additionally, there is a calendar widget on Events Home where you can view your events or select View Calendar to open the Calendar page.
Related information
Updated