A more detailed explanation of the fields available when creating an event.
Below is a list of explanations for the fields shown in the image.
Items shown for Events only are denoted with (E) on this page.
Category: Select from the dropdown of available Event/Fee Categories
Name*: The overall name of the Event/Fee, for example, Year 9 Interschool Music, Grade 6 camp
Date From and Date To: The date range of the Event/Fee. Once approved, the Event will show in the School Events Calendar for each day within the range and in the personal calendar of any staff members added to the Event. If Scheduled Absences is selected it will apply for this date range. When creating a Fee enter last date that the Fee should be visible to Staff, Students, Parents – enter this date into both the From and To field.
(E) Time From and Time To: The start and end of the Event. This is not used for attendance purposes, just for parent/student/staff information
Purpose*: The purpose or a longer description of the Event/Fee
(E) Requirements: Anything students need for the Event. Shown in the Parent/Student Portal/App
(E) Risk Assessment: Risk assessment for school purposes only and not displayed to Parent/Students
(E) SIS Code: An Identifier code used by your SIS system, manually entered, if required
Add students and cost items by: Import file / Manual. If Import file is selected, the user may import either an invoice file from CASES21, or a CSV file manually created, to aid the creation of payment requests in bulk without having to add invoices in CASES21 which is not permitted for certain charges. If the users selects Manual, they will need to select students and add costs to the event manually. Once the Event/Fee is Approved you may not change this setting.
(E) Location: The location of the Event
(E) Location Contact Details: This could be the address, phone number, email etc.
(E) Departure Details: Used for external Events When, how and where the attendees will leave
(E) Return Details: Used for external Events detailing when, how and where the attendees will return
(E) Transportation Mode: Used for external Events. Transport required to attend the Event
(E) Rego: Generally used when a school vehicle is booked
(E) Private Vehicle Insurance: If a private vehicle is used, whether that vehicle has insurance
(E) Requires Scheduled Absence: If Yes, enter Schedule As from the dropdown. Scheduled attendance will automatically mark the class roll and inform the teacher why the student is absent from class. Scheduled Attendance is marked only at the start of each day of the Event, not before.
Note: This does not mark Event attendance, i.e. whether the student has arrived at the Event.
(E) Show in Daily Org: An alert will show that the staff member assigned to the event is unavailable for any class they are assigned to for the Event periods
(E) Periods: By default, all periods are selected but you can deselect the periods that don’t apply, leaving the periods running at the time of the Event. If Required Scheduled Absence is selected, these are the periods which will be marked with the Scheduled Absence reason specified
Allow Parent to Decline Event/Fee: Parents will be able to either approve or decline their child’s attendance or participation in the event or fee.
Parent Approval Required: Whether a parent must approve the student’s attendance at the Event.
- No: No Approval required
- Yes (Signature approval): The parent must sign and return a permission form to the school
- Yes (SMS or signature approval): The parent may approve electronically via XUNO, only if the school has the SMS package, or by returning a permission form to the school
Due Dates: The due dates may be the same or different dates. It is recommended that the Approval Due Date is before or the same as the other dates, not after, e.g., approval may be required prior to confirming the Event will go ahead and payments required close to departure date
Approval Due Date: Due date for approval by the parent and return of the permission form
- Form Due Date: Due date for the return of question Forms
- Payment Due Date: Due date for payments to be made
Allow Overdue Payment: Yes to allow payment by a parent payment due date
Allow Payment Only After Parent Approval & Form Completion: If set to Yes, parents must approve the Event/Fee and complete Forms before Payment can be made
Available Instalment Plans: Select the instalment plan/s to be available to for the Event/Fee
Note: Instalment Plans can be added after Approval but not if the Event/Fee has been Published unless the Event is unpublished, instalment plan added and then Published again
Additional Notes to Parents: Any further information you wish to include about the Event to parents.
Note: It is recommended that any standard information you wish to include e.g. BSB payment details, are included in the Default Event Form template, not in additional notes.
Further information on configuring form templates can be found here.