Creating an Excursion (Pre-approval)

All staff users in Paperly can create an excursion.

Paperly comes preloaded with default Excursion Form Sections and Fields, which admin users can configure under Excursion Settings → Excursion Form Section Fields. 

Steps to Create an Excursion

1. Navigate to Excursions → Add New Excursion.

2. Select the Excursion Type from the dropdown.

   • If the chosen Excursion Type has associated Activity Types, you can also select one or more Activity Types.

   • Note: Activity Types only display if they have been pre-associated with the Excursion Type in Settings.

3. Complete the excursion details:

   • Name – add a name for the excursion.

   • Description – provide a short description.

   • Departure & Return date/time – select using the date and time picker fields.

4. Work through the additional sections (sections visible may vary depending on admin configuration):

   • Activity Planning

   • Venue Details

   • Staff Information

     • Assign a staff member responsible for the excursion (this can differ from the creator).

     • Add all staff attending.

       • This list contributes to the student:staff ratio.

       • All listed staff will also receive an “upcoming excursion” notification in the Task Manager.

   • Activity Specifics

   • Expenses and Payment

     • Enter total expenses.

     • To on-charge families, enable Charge to Students and set the Charge per Student amount.

     • Note: Payments must be enabled to collect money when families give permission for excursions.

   • Attachments

5. Select an Approval Workflow → click Create.

6. The excursion is now submitted for Pre-approval.

   • If no pre-approval step is defined in the selected workflow, the excursion is automatically pre-approved.

7. The first approver in the workflow will be notified via:

   • Email

   • Task Manager notification

   • Their Excursion List (with their name shown in the Current Approver column).