With every school year, there may be occasions where trips need organising and financing. The ‘Activities’ tab allows you to track and set up all this. We have put together this in-depth to-do guide for you to refer to if needed.
Setting up the Trip
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 School Trip 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 'Trip' option.
4. After selecting the 'Trip' 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: The type of Trip.
b. Location: Where the trip will take place.
c. Description: A full description of the activity (you will be able to add external links and images).
5. Once filled in, and before moving onto the next step, you will have the option to make this trip - one which requires parental consent. If this is the case, you can click the box below which will turn blue with a white tick in the middle, once selected.
Each time this type of activity is created, the parents will be prompted to check the medical and contact information that you currently have for the child at the school. They are unable to provide consent/payment until they confirm that this information’s correct.
Any changes that need to be made to the above information, the parent can send a message to the school which will then appear in the messages tab on the left-hand side of the main GroupEd screen.
6. Once you have completed all 3 fields, you will need to click the 'Next Step' button in the top right-hand corner.
7. On this page, the dates and times that relate to the activity will need to be inputted. 
If the activity/trip takes place over more than one day, make sure to select the 'Multiple Days' option which will allow you to input the start date and end date as well as the times associated.
There is an option to include locations for drop off/collection. To use this function as part of the activity, you'll need to make sure they're selected as below (the slider to turn this on will turn blue once enabled).
You can enable the drop off section without the enabling the collection location. If these options are enabled, a time for the drop off/pick up will be required.
8. When all details have been inputted, click the 'Next Step' button in the top right-hand corner.
9. The next section involves payments. Should the trip/activity require any payments from parents/carers, this section can be used to inform parents of the payment needed. There is the option to accept one lump sum or allow the parent to pay in installments.
Both sections: 'Total Activity Cost' and 'Cost per Student' will autofill to £0, so if the activity requires a payment, you will be required to input the total sum for everyone involved and the cost for an individual student.
To inform the parents when the payment is due by, click on the section highlighted above 'Add New Payment Schedule'.
10. The payment schedule will appear as below and will require that each section is completed to move onto the next step. In this payment schedule, it can be set up to only require one payment which can be the full payment and you can include the date of when it's due.
If the trip/activity has an increased cost, i.e a trip that lasts over a day - more than one payment can be requested (as long as due dates and a description are set), by clicking the 'Add New Payment Schedule' option again.
You can add as many payment schedules as you wish, keep adding until you reach the total cost per student.
Once the payment schedule has been completed, click 'Next Step' in the top right-hand corner to move onto the final step of setting up this activity.
11. 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.
12. When all students have been selected, adjustments can be made by selecting the 'X' next to each student/class.
13. Once you are happy with the students you have chosen, click on the 'Next Step' button in the top right-hand corner.
14. This will now take you to the final section of the activity before publishing to the parents/carers.
Carefully read through this page and make any amendments before you continue.
15. If you need to make any changes, select the 'Edit Activity' button.
16. To publish your trip/activity, click on the button 'Publish'.
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:
1.You can always save the trip/activity as a draft and come back to complete later.
2. To view any trips that you have in drafts, click on the 'Activities' section on the left-hand side and select the 'Drafts' section - you can then click on the required trip/activity to reopen and update.
Please remember that you need to publish when complete.
If you require any further assistance, please contact us by completing this form.
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