Skip to main content

Request an excursion

An excursion request is a four-step guided form that covers the activity, who's going, the venue, and a risk assessment, then goes to an activity coordinator for sign-off. Any staff member with activity access can create one. The step indicator runs across the top of the page header, so you can also click it to jump between steps.

  1. Start the request

    On the Activities overview, click Request activity, choose Excursion, and click Submit. To check a date is clear first, use the Calendar view card before you start.

    The Request activity type picker with Excursion chosen in the Event type dropdown

  2. Fill in the activity details

    On Activity details, complete the four sections in the left-hand list. In General information, set the Activity name, Start date / End date, and Start time / End time (all required), and add an optional cover image. In Attendees, pick at least one Student group (by house, year group, class or roll group — required) and add any optional staffing, transport, cost or parent-volunteer details; parent consent is set to Yes automatically for excursions. In Venue details, choose an approved venue or enter one manually — manual phone, email and website entries must be valid. In Alignment and purpose, add the purpose, curriculum alignment and an optional schedule file. Click Next.

    The Activity details step (Step 1 of 4) with the four-section left rail — General information, Attendees, Venue details, Alignment and purpose — and the General information form

  3. Book resources (optional)

    On Resource booking, optionally book what the activity needs from Finance, Equipment, Transportation and Technology. You can skip the step entirely, but once you start a booking row you must finish it — pick a resource category and a resource — or Next stays disabled.

  4. Complete the risk management

    On Risk management, work through each category in turn — Student lists, Activity based, Transport and Staff capacity (log each risk and its mitigation, or mark the category "no risk"). In Key contacts add the lead teacher, principal, deputy, first-aid teacher and the local emergency number (required, and must be a valid phone number), plus the optional nearest hospital. Complete the External provider and Requester clarification confirmations, then click Next.

  5. Review and submit

    On Review and submit, check the read-only summary. Submit stays disabled until every required field across all steps is valid; if anything is missing, an error message appears for each invalid field so you know exactly what to fix. Click Submit — a success message confirms it and you land back on the overview with the request showing as Pending.

    To stop partway, click Save and exit (enabled once you've entered an activity name) to keep your progress as a Draft. Leaving with unsaved changes prompts you first.