Creating a Concert Activity

Created by Lindsay Hodges, Modified on Mon, 5 Jan at 2:34 PM by Keira Skelton

Setting up a Concert.

1. To start setting up the activity you’ll first need to navigate to the ‘Activities’ section on the left-hand side as shown below:

2. Upon opening the 'Activities' section, you'll be presented with the main Activities page where you can view all Published, Draft, Cancelled and Past Activities. You will also be able to search for activities using the date range.

To create the concert activity: you will need to select the option to 'Create Activity' in the top right-hand corner.

3. Once you have selected to create an activity you will be required to complete 4 separate steps before you can publish the activity.

Based on the type of activity you're creating, you'll need to select the appropriate type of activity: in this case you can select the 'Concert' option.

4. After selecting the 'Concert' option, you'll be required to fill in the details underneath: Activity Title, Location and Description. Without this information, you will not be able to proceed to the next step of creating this activity.

Guidance on how to fill in this information:

a. Activity Title: Concert Name/type of Concert.

b. Location: Where the Concert will take place.

c. Description: A full description of the activity (you will be able to add external links and images).

5. Once you have completed all 3 fields, you will need to click the 'Next Step' button in the top right-hand corner.

6. On this page, the date, time and capacity that relate to the concert, will need to be inputted. (The concert can be set up for over more than one day).

If more than one date is required, you'll need to select the option highlighted below:

If the capacities remain the same across the dates set up for the concert, you can tick the box above the first date 'Apply first date's capacity to all dates'.

7. When all details have been inputted, click the 'Next Step' button in the top right-hand corner.

8. The next section involves payments.

As this is concert related, the payment is set up to reflect the ticket cost.

If there is a small capacity and the tickets need limiting to per pupil - this can be done by amending the 'No.tickets' as below.

However if families have more than one child within the school, you can click the slider as highlighted in blue below to set a maximum amount of tickets per student per family.

A limit for purchasing tickets needs to be set before moving onto the Next Step.

9. The next step will be where students need to be added to the activity.

If you navigate to the 'Groups' section on the right-hand side, you can then tick the boxes associated to the year and tutor groups/classes. If there are then any students you wish not to select you can navigate to the students section and de-tick the boxes. Once a group is selected the box will turn blue with a white tick in the center.

If the whole school is to be invited, the box next to the amount of students can be 'ticked'.

If you only need to invite individual students, click on the students section and select the pupils you would like to invite. You can do this by manually scrolling through the list or by typing their name into the search box and selecting.

When all students have been selected, adjustments can be made by selecting the 'X' next to each student/class.

10. Once pupils have been assigned, you can move onto the final page by clicking 'Next Step in the top right corner. You will now be prompted to review all the information that has been inputted against the club.

Carefully read through this page and make any amendments before you continue.

If you need to make any changes, click on the 'Draft' button on the top right-hand side and select 'Edit Activity'.

Only School Admins will be able to 'Publish' the activity. If you wish to Publish the activity, read on:

Publishing the Activity

To publish your activity, click on the button 'Publish' in the top right-hand corner.

This will send a notification to all invited pupil’s parents/carers who are the main and secondary that a new activity’s available to view.

Note:

You can always save the concert as a draft and come back and complete later.

To view any concert you have in drafts, click on the 'Activities' section on the right-hand side and then on the 'Drafts' section.

Click on the required concert to reopen and update.

Please remember that you need to publish when complete.

Parents will NOT receive a ticket via GroupEd, you will be able to keep track of what the parent has purchased. You can do this by viewing the concert under 'Activities' and then navigating to the 'Student's Overview' screen.

You can also download and print out this information on the 'Activity Register'

screen.

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