Setting up a Concert

Created by Lindsay Hodges, Modified on Tue, 7 Nov, 2023 at 4:56 PM by Liz Thomas

Once you have logged into GroupEd, click on the Activities section on the left-hand side of the screen. (If you have trouble logging in, please refer this FAQ)

Select the Concert option.

Here you will need to add your:

1. Activity title e.g Year 6 Leavers Concert

2. The location of the activity, e.g. school hall

3. A full description of the concert. You will be able to add external links and images. (If you need to send a PDF or an information pack to a parent then this can be done via Messages)

Once you have completed all 3 fields the Next Step box will turn blue (top right-hand side) for you to click.

On this page you will need to add the dates and times that relate to the concert.

1. The capacity – you can either type in your maximum or required capacity or use the arrows to the side.

2. Date – Select the date the concert will be held on.

3. Start and end time’s – this will inform parents on their end.

If you will be holding the concert over several days, you can add additional dates and times by clicking the +Add new date box.

Note: If adding a new date, the capacity you have added to Date 1 will carry over to Date 2 etc. If you would like to amend the capacity with each new date, please untick the Apply first date’s capacity to all dates box at the top of the page.

Once completed please click on Next Step (you must input a date and time before you can proceed)

This section covers what you will charge per pupil and if you require any limits per family on ticket purchases.

1. Ticket cost – add the amount you would like to charge per ticket.

If you would like to limit the number of tickets for a family, move the circle slider so that it’s blue and add the amount you would like to limit to the No. tickets box (this is usually used if you have siblings in the same class or on a whole school concert)

You will need to add a limit for each pupil in the No. tickets box before you can move to the next page.

Click Next step when you are ready to move on

This screen will allow you to add the pupils you would like to invite to the concert. There are a number of ways that you can add pupils from this screen:

If you would like to invite the entire class e.g., Year 5, click on Groups and select the year/class that you would like to invite. (You can invite multiple classes if needed)

To invite the whole school, you can wither click on Students and tick All, or click on Groups and tick All years.

If you only need to invite individual students e.g., ECO event at local park. Then click on Students 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.

Once you have selected your students, they will move to the left-hand side of the page. From here you will be able to see the total number of students you have invited.

Should you need to make any adjustments click on the pencil next to the total number of students, this will provide you with a full list of students. You can then remove any if required by clicking on the X next to their name.

Once you are happy with the students you have chosen, click on Next Step

We are now at the final page before we publish, and parents are aware of the concert and can purchase tickets.

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.

To publish your trip/activity, click on the DRAFT button, and PUBLISH.

This will send a notification to all invited pupil’s parents/carers who are priority 1 and 2 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 by viewing the concert under Activities and then selecting the Student’s overview screen. You can also download and print out this information on the Activity register screen.

Please click here to learn more about viewing Payment Progress

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