Events

Overview

This article explains how to invite additional pupils to a trip.

Open a trip

Follow these steps to open a published trip:

1. Open Events.
2. Select Trips.
3. From All Trips, locate the trip.

4. Select the Trip to open it:

   

Add pupils

Follow these steps to add one or more pupils to a trip after it has been published:

1. Open the trip if it is not already open.
2. Select the Pupils & Contacts tab.

3. Select Edit to open Edit Pupils & Contacts:

   

4. From Edit Pupils & Contacts: Step 1 - Pupils, select the pupils you want to invite to the trip:

   

   1. Locate one or more pupils to invite to the trip by drilling down into groups or by browsing the different pages.
   2. Check one or more Pupils / Group Names to invite to the club. Check the box next to Group Name to select all pupils in all groups, 
   3. Select Next.

5. From Edit Pupils & Contacts: Step 2 - Contacts, select / deselect the contacts that you want to send the invites to:

   

   1. Either select / deselect each pupil and check / uncheck the contacts that you want to send the invitation to / remove the invite, or check / uncheck the appropriate Quick Selection options (All Contacts, Parental Contacts and Emergency Contacts) to select the related contacts for all pupils.
   2. If you select / deselect Quick Selection options, change any exceptions manually by checking / unchecking contacts for individual pupils.

6. Select Save after making your changes:

   

   A message confirms any changes made, and you are returned to the Pupils & Contacts tab:

   

Tips and best practices

1. Where the majority of pupils are being selected, check the corresponding select all box, then uncheck those individual pupils members that are the exceptions. 
2. Enter the name of a member of a pupil /contact into the search bar to quickly locate them, ready to assign to / unassign from a trip.
3. Use filters to reduce the number of groups displayed. This will speed up pupil / group selection. Filter by either Group Category or Group Type.
4. When you check child related contacts to send an invitation, to speed up the process, select from either All Contacts, Parental Contacts and Emergency Contacts.  Uncheck any exceptions as needed.
5. Where a parent is flagged as having a Court Order preventing contact, they are listed, but cannot be selected when sending an invitation. 

Next steps

After pupils have been added to a trip, it is time to handle payments as parents book pupils onto the trip:

To manage the pupil enrolment, see the following articles:

• Enrol pupils on a trip without app access.
• Cancel a pupil's enrolment on a trip.
• Manually decline a pupil's trip invite.

To manage payments, see the following articles:

• Process payments and refunds for clubs and trips made offline.
• Process app payments for clubs and trips.
• View all payments.
• View individual pupil payments.

Updated 11 May 2026 15:00