Events

Overview

This article explains how to make changes to a draft trip that has been saved (invitations have not been sent) before publishing it. Additionally, it explains how to delete a draft trip.

Open a draft trip

Follow these steps to open, update and publish a trip you previously saved as a draft, but didn't publish:

1. Open Events.
2. Select Trips.
3. From All Trips, locate the draft trip previously created and saved.

4. Select the draft Trip to open it.

   The draft trip opens. A draft trip differs from a published trip when opened, as a Send Invitations button is displayed:

   

Make updates

Expand a section to find out more:

• Follow these steps to update draft trip details (Title, Description and Schedule):
  1. Open the draft trip.

  2. From the Overview tab, select Edit:

     

  3. Update the trip Overview details as required (Title, Description, Category, Capacity and Location).
  4. Optionally, add / change the Forms attached to the trip as required. To create a form, see Create a data capture form.
  5. Update the Schedule details as required (whether the trip repeats or is a one-off, and details of the associated dates).
  6. Update the Payment Methods details as required (whether the trip is paid / unpaid, and where paid the amount and payment methods being used).

  7. Select Save after making your changes:

     

     A confirmation message confirms any changes made:

      

• Follow these steps to update pupil and contact invitations:
  1. Open the draft 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 / deselect the pupils you want to invite to the trip:

     

     1. Locate one or more pupils to invite to the trip / remove from the trip invitation list by drilling down into groups or by browsing the different pages.
     2. Check / uncheck one or more Pupils / Group Names to invite to the trip / remove from the trip invitation list. Check the box next to Group Name to select / deselect 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:

     

• Follow these steps to add or remove the staff assigned to the trip:
  1. Open the draft trip if it is not already open.
  2. Select the Staff tab.

  3. From the Staff tab select Edit:

     

  4. Check / uncheck the staff members you want to assign / remove from the trip:

     

  5. Select Save. A confirmation message confirms any changes made:

     

• To publish your draft trip:
  1. Open the draft trip if it is not already open.

  2. Select Send invitations:

     

  3. Review Send Invitations, then select Send Invitations to publish the trip and send invitations to the contacts of those pupils listed: 

     

     • Where a pupil has no contacts selected, No Contact is displayed. 
     • Where a contact is using the Parent App, this is indicated using a Parent App lozenge. 

     The draft trip is now live (published). Pupil Status is updated to Invited:

     

• To delete a draft trip:
  1. Open the draft trip if it is not already open.

  2. Select Delete:

     

     Deleted trips cannot be recovered.

     The draft trip is deleted. A message is displayed confirming this:

     

Tips and best practices

1. Where the majority of staff / pupils are being selected, check the corresponding select all box, then uncheck those individual pupils / staff members that are the exceptions. 
2. Enter the name of a member of staff / 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 which 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 invitations are sent out, it is time to wait for parents to book places for their children.

To manage pupil enrolment, invitations and bookings of a published trip, see the following articles:

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

To manage staff involved with the trip, see:

• Add or remove staff members from a trip.

To manage payments, see the following articles:

• Record offline payments or refunds for trips and trips.
• Process app payments for trips and trips.
• View all payments.
• View individual pupil payments.

If you need to cancel the trip, see:

• Cancel a trip.

Related information

• Create a data capture form.

Updated 21 April 2026 10:42