Events

Overview

This article explains how to create, manage and publish single and multi-day trips within the Events module.

When creating a trip, you may wish to add one or more forms for collecting important information from parents when they make a booking. The form must be created before the trip is published. For further information, see Create a data capture form. 

Create a trip

Follow these steps to create a trip:

1. Open Events.
2. Select Trips.

3. Select Create:

   

4. Complete each of the Create trip steps:

   • Fill in the appropriate overview details for the trip before moving on to the next step:

     

     1. Enter a Title.
     2. Optionally, enter a Description.
     3. Select an appropriate Category.
     4. Enter a Capacity (this indicates the number of pupils who can enrol on the trip).
     5. Optionally, enter a Location.
     6. Optionally, select one or more forms to attach to the trip. Forms are used to capture important information related to the trip. To create a form, see Create a data capture form. 
     7. Select / enter the Start Date (the date that the trip will be run / first run)
     8. Enter the Start Time and End Time of the trip (time those on the trip leave the school and arrive back at the school).
     9. Where the trip covers multiple days, for example, a residential:
        1. Select Daily as the Recurrence Type.
        2. Select 1 for Repeat Every.
        3. Select / enter the last day of the trip (the day those on the trip arrive back at school) as the End Date.
     10. If you are charging pupils to attend the trip:
         1. Toggle Paid trip on
         2. Enter the Price (this is the overall price where trips recur, not the price of each recurrence).

         3. Check one or more Allowed Payments parents can use to pay with, from Cash, Online or App Payments - Stripe. If you select Online, to provide parents with a URL to pay at, you must enter the URL where you want them to pay in Payment URL.

            Make sure you enter the correct details here. After you have published the trip, you cannot update the Payment URL if you have entered it incorrectly - you will have to cancel the trip, set it up again, and re-invite parents.

     11. Select Next.

   • Assign members of staff to the trip, before moving on to the next step:

     

     1. Locate one or more staff members to assign to the trip.
     2. Check individual staff members to assign them to the trip, or check the box next to Name Selected x/y to select all staff members.
     3. Select Next, 

   • Select the pupils you want to invite to the trip, before moving to the next step:

     

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

   • Select the contacts that you want to send the invites to:

     

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

5. After completing Create Trip: Step 4 - Contacts, save the trip as either a draft or publish it.

   The Schedule or Payment Methods, including the Payment URL for Online payments cannot be updated after you publish a trip. Make sure that you double-check the details you have entered before publishing. If you need to make changes after publication, you will need to cancel the trip, recreate it and re-invite parents.

   Select either:

   1. Save, to save your trip as a draft without publishing. This lets you return to the trip and make changes to all sections, including the Schedule and Payment Methods in the future. For further information, see Working with a draft trip.

   2. Publish to publish the trip, and send out invitations to the selected contacts for each of the pupils that you have invited. Select Confirm to publish the trip when prompted:

      

You are returned to All Trips. If you chose to save a draft version of your trip, its Status is set to Draft. If chose to publish the trip, its Status is set to Published:

Tips and best practices

1. When creating a trip, if you plan to add one or more forms, or change / confirm the Schedule or Payment Methods at a later date, save the trip as a draft. You cannot update these when the trip has been published, and invitations sent out.
2. At any time during the trip creation process after Step 1, select Previous to return to the last step. 
3. 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. 
4. 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.
5. Use filters to reduce the number of groups displayed. This will speed up pupil / group selection. Filter by either Group Category or Group Type.
6. 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.
7. 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 the trip is published, it is time to wait for parents to book places for their children. 

To manage the pupil enrolment, invitations and bookings after the trip has been published, 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 clubs and trips.
• Process app payments for clubs 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.
• Working with a draft trip.

Updated 21 April 2026 10:41