You can use SchoolsBuddy to manage the entire process of your Week without Walls or overseas trip program. This series of guides will give you an idea of how to use SchoolsBuddy for this, and will enable you to complete some of the steps, but we recommend you book in a training session the first time your school uses SchoolsBuddy for this purpose.
You can utilise 3 key areas of SchoolsBuddy to help with this 7 step process. Depending on your requirements, it is not necessary to include every step.
STEP 1. Create an instant book (fee only event) signup to enable parents to pay a deposit and allow them to make preference selections for the trips. The online payments module is required for this. When parents pay the deposit, the trip selection signup is unlocked and parents/students can submit their preferred trips in preference order.
STEP 2. Create a 'preference based' signup container (similar to a club signup) using a pre-requisite requirement of the deposit payment group which is created automatically in the first step.
STEP 3. Open both the signups above. Parents/Students will only see the trip options signup after they have paid the deposit.
STEP 4. After signups have closed, auto-allocate the students to the trips. With the option to manually adjust based upon gender.
STEP 5. Following allocation, you can communicate with parents/students using the overall deposit group or the individual trip groups.
STEP 6. Each group will have an estimated additional charge on top of the deposit amount, you can use the 'Generate Fees' process to charge that to the student account in one click.
STEP 7. Final costings for each group can vary due to flight costs, accommodation changes and other factors. The final balance due on top of the deposit and further charge per group can be added per group using our Quick Charge feature.
This series of articles assume some prior knowledge of SchoolsBuddy features- if you need help with any of the included topics please see the linked guides.