Completing Excursion Requirements

Once an excursion has been pre-approved, additional tabs become available for completion:

• Add Students

• Ratios

• Risk Assessments

• Medical Risks

• Checklists

• Forms (if the Forms module is enabled)

Steps to Complete

1. Add Students

• Go to the Add Students tab → click Add Students.

• Select from the available options:

  • Individual students

  • All Students (tick box)

  • Year level

  • Class

  • Custom Group

• Click Add Students to confirm.

2. Complete the Risk Assessment

• Open the Risk Assessments tab.

• Click the Edit button to complete all required fields.

• Required fields are shaded red.

• The system auto-saves every few seconds to prevent data loss.

• (See [How to Complete the Risk Assessment] for full instructions.)

3. Review Medical Risks

• Medical risk data is automatically pulled from your Student Information System.

4. Work Through Checklists

• If checklists are associated with the Excursion Type, they will appear here.

• Click Edit and mark each item as:

  • Not applicable

  • Completed

  • Planned

• Click Save changes.

• You can also add additional checklist items specific to the excursion.

5. Add Forms (if applicable)

• If a form has been pre-created with “Is this for an excursion” = Yes, it will be available here.

• In the Forms tab, click Edit and select the relevant form(s) from the dropdown.

• This allows parents to provide additional information (e.g. dietary requirements) as part of the permission process.

Submit for Final Approval

• Once all required tabs are complete, the Submit for Final Approval button will appear.

• Click to submit the excursion for final approval.

• Tabs that must be completed are marked with a red asterisk (✱).

• The asterisk is removed once all required information in that tab is complete.

⚠️ Note: The following users/role can complete these steps:

• Admins
• Coordinators
• Approvers of the excursion
• Staff Member Responsible for the excursion
• Excursion creator