Excursion Forms
Excursion risk management plan
Overview
Excursion Forms can be created from the admin portal for parents to sign in the app. These can also be linked to casual bookings, which will prompt the parents to sign the form when they book their child in for that day.
Authorisation must be given by a parent or other person named in the child’s enrolment record as having authority to authorise taking the child outside the premises." (Regulation 102) ACECQA Operational Regs 2.13 Excursions
Create an Excursion Form
💡 A Risk Assessment form will also be generated for you to complete (via the Manage Excursions page)
💻 Children > Excursion/Incursion
- Click the ➕ icon in the top right corner
- Select from an existing template OR enter the required fields:
- Title/name
- Date(s)
- Description (click 'Add template' to insert example formatting)
- Visibility (who can view and sign a permission form)
- Media
- Click Save as Draft OR Publish Excursion & Create Form for App
- Complete an excursion risk management plan
Excursion risk management plan
💻 Children > Excursion/Incursion
- Click the blue edit button in the Risk Assessment column
- Complete all necessary details about the excursion
- Under the Risk Assessment section, click Create new to add and evaluate any potential hazards associated with each activity:
- Enter activity and hazard details
- Click Add
- Click Update to save/publish the risk management plan
Create an Excursion Template
- Click the ➕ icon in the top right corner
- Enter the required fields (name, date, description, etc.)
- Click the checkbox to Save As a Template
- You can also tick 'Share to Group' for all services in your group to have access to this template.
- Click Publish Excursion
💡 All attachments will be included in the new forms created from this template
Create an Excursion Form from a Template
- Click the ➕ icon in the top right corner
- Select the template from the 'Use an Existing Template' dropdown.
- Enter the details for this specific excursion
- Click Publish Excursion
Field Details
| Field Name | Description |
|---|---|
| Use an Existing Template | Select from forms saved as a template |
| Excursion Title/Name | The name that will appear to parents in the app |
| Cost (if any) | You can charge an additional fee for the excursion. This will not be added to the family accounts automatically! |
| Excursion Date | The Form will not be available for parents to sign after this date has passed |
| Excursion End Date (if recurring) | This is an optional field |
| Description | This field supports text formatting to include as much information as you need for the excursion |
| Visibility | Who should be able to view and sign the permission slips (three options) |
| Tag Children Attending | These can be manually selected or will be selected automatically when parents book the excursion (depending on the Visibility configuration) |
| Images/Media Files (if any) | These will be visible to the parents in the form |
| Excursion Summary | Complete after the excursion has concluded |
| Children who Attended | Hold Ctrl while clicking to select multiple, or hold Shift to select a range |
| Archived? | Archive the excursion (a better alternative to deleting) |
| Save As a Template | Checking this box allows you to use this as a base template to create other excursion forms. The one you save as the template will no be visible to parents. |
| Share this to all of the Centres in your Group | If saving as a template, the template will be available for other linked services (in the same group) to use |
Manage Excursion Forms
You can view, edit, print, replicate and delete excursions from this screen and change the filter to show active or archived forms.
You can also view signed permission forms and view/edit the Risk Assessments.
View Signed Permissions
The list of children is all children who have been tagged as attending the excursion. Underneath is a record of each signed form and the parent/contact details for the day of the excursion.
When viewing the attending children list, you can use the View toggles to filter the list by forms viewed (or not viewed) and signed (or not signed).
- Use the checkboxes and Action menu to send notifications to families who have not yet signed a permission form
Underneath is a record of each signed form and the parent/contact details for the day of the excursion.
- Click the View button to open a full-page version of the signed form, which can be exported/printed
- If separate forms have been signed for each child, you can use the Next and Back toggles in the full-page version to change between each child's form
View In Attendances
- Click 'Select excursion...'
- Pick an excursion
- Click Get Report
