Within the school year you will have multiple trips that need organising and financing. We have put together this in-depth to do guide for you to refer to if needed.
The school trip option can be used in a multiple of ways. It can be used for:
1. A school trip that carries a fee along with parental consent
2. A trip or activity that has no fee, but you require parents’ consent for the pupil to attend.
Each time you set up this type of activity 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 or payment until they confirm that this information’s correct. Any changes that need to be made can be sent to the school through a message by a parent and will show in your messages tab on the left hand side of the main GroupEd screen.
Setting up a Trip
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 Trip option.
Here you will need to add your:
1. Activity title e.g Llangrannog
2. The location of the activity.
3. A full description of the activity. 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
4. If you require Parents’ consent for the child to attend the trip/activity, please tick the box.
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 activity.
1. From the date section, click on the calendar icon and select the date of the trip. If the trips over a number of days tick the Multiple days box on the right-hand side, this will provide you with an additional box to input the end date of the trip.
2. Input the Start and end time of the trip, this ensures the Parents are aware of this and should not be late.
We have provided the option for the school to input the drop off and collection points for the trip. These are not mandatory but can be used if you would like to ensure the parents drop-off/collect their children form specific areas in the school or an alternate location.
Once completed please click on Next Step (you must input a date before you can proceed)
This section covers your payments. You will have the option here to accept one lump sum or allow the parent to pay in instalments.
1. You will need to add the total activity cost in this first box.
2. Place the total cost per student in the second box.
Once this information has been input the system will open a Payment schedule section, this is where you decide if you would like to accept instalments or a lump sum payment.
If you are happy to accept one lump sum, the Payments 1 box will reflect the amount you input in the cost per student box.
Input the due date you would like the payment to be received by (note: payments can still be accepted after this date)
If you require multiple payment please read on, if not please click on Next step and proceed to section 5.
If you would like to offer instalments click + add new payment schedule.
This will open a new Payment section; you can open multiple new schedule boxes.
Complete each section until you reach your total cost per child.
Once you hare happy with each payment, click on Next step.
This screen will allow you to add the pupils you would like to invite to the trip. 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 trip/activity.
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 trip/activity as a draft and come back and complete later.
To view any trips that you have in drafts, click on the Activities section on the right-hand side and then on the Drafts section.
Click on the required trip/activity to reopen and update.
Please remember that you need to publish when complete.
Please click here to learn more about viewing consent and Payment Progress
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If you require any further assistance, please contact us by completing this form
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