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Communication
The School Trips Module handles the full chain of a trip or excursion: the educational project, internal approvals, the budget to keep, families to notify, authorizations to collect, chaperones to recruit, the roll call on the pavement on departure morning, absences to reflect and the invoice to issue. What used to live in spreadsheets, shared files and stacks of photocopies becomes a single, traceable workflow. The module serves four audiences at once, each with its own screen: administration (back office), teachers (dedicated portal), chaperones (mobile field portal) and families (family portal).
Key features of the School Trips Module
- Configurable process of blocks and tasks: build the workflow for each trip, from a simple day out to an overseas stay, with approvals and completions run sequentially or in parallel, plus deadlines and trigger conditions.
- Reusable categories and templates: classify your trips (day, overnight, custom types) and start from a template or an existing trip instead of re-entering everything each year.
- Family requests: each request carries a decision (approve or decline, with a reason) and/or a form, along with a closing date and automatic reminders.
- Unified budget and planning: a single grid for the itinerary and the budget, with planned vs actual tracking, billed price, margin and supplier follow-up.
- Information packs: extract from a task exactly the participant data to be handed to a third party (carrier, accommodation, chaperone), with no re-keying and full traceability.
- Dedicated portals: a teacher portal to create and follow trips, a mobile field portal for roll calls and student sheets, and a family portal to authorize and follow the trip.
- Field logbook: chaperones post articles and photos that the relevant families read live during the trip.
- Complete oversight: a dashboard of key figures cross-referenced by category, a calendar, and cross-trip views of participants, family responses and pending tasks.
- Native integration: trips automatically flow through to Attendance, the platform calendar, notifications and Finance billing.
The lifecycle of a trip
- Draft: the teacher prepares the trip. Families see nothing and everything remains editable.
- In organization: the process unfolds, approvals, family requests and budget, until every block is resolved.
- Ready to depart: everything is approved and the trip waits for its day.
- Trip in progress: the field portal opens to chaperones, with roll call, logbook and groups.
- Closing then closed: actual costs, review and billing. The file remains viewable and exportable.
Every transition is triggered by a user, never by the system alone. A trip can also be cancelled, with the reason kept on record.
Seamless integration with the rest of Eduka
The School Trips Module does not work in isolation:
- The Attendance module: confirmed participants are automatically marked as on a trip over the exact window defined by the dates and times, without being counted as absent.
- The school calendar: each trip feeds the general calendar as three events (a banner across the duration, a departure and a return), clickable by staff and families alike.
- The Finance module: the price billed per student becomes an invoice attached to the student, and the trip sheet permanently shows the billing status and outstanding balance, with a direct link to the invoice.
- Notifications: bell, email and mobile push at every moment that calls for action (a task assigned, a deadline, a family response, an approval).
