How do I create a form for an Excursion?

Creating an Excursion in Forms

Creating a form for an excursion allows staff to collect and manage all required details, permissions, and approvals in one place. Follow the steps below to set up a new excursion form.

Open the Forms Module

• Click Add New Form to begin creating a new form.

Complete the Form Details

• On the Create New Form screen, fill in the following details:
• Load from a Form Template - Select an existing template to pre-populate your form (optional).
• Form Name - Enter a clear and descriptive name (e.g., Year 9 City Excursion Form).
• Description - Add any instructions or details that staff should know before completing the form.
• Is this for an excursion? - Select Yes to allow attaching to an excursion.
• Form Open / Form Closes - Set the date and time the form will open and close for submissions (optional).
• Allow submission after form closure - Select Yes only if you want to accept late submissions.
• Accounts Code - Add an internal code for reporting or budgeting (Required for payments).
• Auto-publish after creation - Select Yes if you’d like the form to publish automatically once created.
• Send email notification upon form publication - Select Yes if you’d like notifications to send when the form is published.
• Click Save to move on to the next stage.

Add Form Fields

After saving, scroll to the Fields section and click Add Field.

For each field, complete the following:

• Field Type - Select the data type (Textbox, Number, Email, Radio, Checkbox, Dropdown, File, Date Picker, Time Picker, etc.).

• Field Label - Enter the name that will display on the form (e.g., Destination, Teacher in Charge, Student Year Level).

• Field Description - Optionally, provide instructions or clarifying notes.

• Required - Toggle on if this field must be completed before submission.

Click Add Field again to include additional fields as needed. You can mix and match field types depending on the data you’re collecting - for example:

• Textbox / Email / Number - for short input fields.

• Radio / Checkbox / Dropdown - for selection-based questions.

• Date Picker / Time Picker - for scheduling or date-specific fields.

• File - for uploading supporting documents such as risk assessments.

Add Form Conditions (Optional)

Under Form Conditions, click Add Condition or Add Group Condition to set up conditional logic.
This allows you to show or hide fields based on a user’s response.

Note: Only Radio, Toggle, and Number fields are currently available as conditional triggers.

Save and Publish

Once all fields and conditions are added, choose one of the following options:

• Save - Save the form as a draft.

• Save and Create Form Template - Save the form for use as a template.

• Publish - Make the form available for staff submissions.

After Publishing

Once your excursion form is published:

• Staff can access it under the Forms module.

• Approvers will receive notifications according to the assigned workflow.

• You can monitor submissions and approval progress in real time.

Tip: To save time, you can duplicate an existing form and update the relevant fields.