This article explains how to set up a trip in the portal, including trip details, booking settings, payment methods, emergency contacts, first aiders, linked pupils, and linked events.
You can also create an event automatically from the saved trip.
📌 Note:
If you leave Max. Students blank, it defaults to 0.
You can only set Payment Options after you save the trip for the first time.
Set Up a Trip
Log in as an Admin user, then click Admin Control Panel.
Click Events, then click Trips.
Click Add new trip.
In Trip Name, enter the name of the trip.
In Type, select either Day Trip or Residential Trip.
In Subject, enter the school subject if applicable.
In Max. Students, enter the maximum number of students allowed on the trip.
In Student To Adult Ratio, select the required adult or staff to student ratio.
In Booking Status, select either Bookable Online or Not Bookable Online.
In Price Per Student, enter the trip price.
If the trip is bookable online, in Payment Methods, select the required payment method.
If required, add the relevant VAT, Ledger, Cost Centre, Fund, and Analysis codes.
Select Passport Required? if students need a passport for the trip.
Select EHIC Required? if students need an EHIC for the trip.
Select Opt out Enabled? if you want users to see an option to opt out of the trip.
In Purpose, enter the reason for the trip.
In Drop Off Details, enter where students should be dropped off before the trip.
In Pick Up Details, enter where students should be collected after the trip.
In Transport Companies, enter the transport companies being used for the trip.
In Destination Address, enter where the trip will take place.
Add emergency contacts and first aiders
Click Add/Edit Emergency Contacts, then type the staff name in the pop-up window.
Click Add/Edit First Aiders, then type the staff name in the pop-up window.
Link pupils to the trip
Click Add/Edit Pupils.
Select the pupils you want to link to the trip, either individually or by using Years & Forms.
Confirm the pupil selection, then return to the trip.
Link an existing event to the trip
If an event already exists for this trip, search for the event name in the search bar, then click Filter.
To link the event, click the green link icon.
To remove a linked event, click the red unlink icon.
Click Save Changes.
Create an Event from a Trip
Save the trip first, then refresh the page.
Click Make an event based on this trip.
Review the pre-filled event details.
Add any additional event details if required, then click Save Changes.
The event is now linked to the trip.