Management
Monitor live excursions, participant lists, documentation, and post-approval changes with clear administrative oversight.
Parents/Guardians Consent
Once an excursion has been approved, a new tab becomes available: Notifications.
The Notifications tab is only visible if students have been added to the excursion.
From this tab, staff can send permission request emails to parents/guardians linked to each student.
Open the Notifications tab.
Choose one of the following options:
Send All Welcome Email – sends a notification email to all parents/guardians of students added to the excursion.
Select Students Individually – click on a student row to send the email only to selected contacts.
After sending, the system records and displays which contacts have received the notification.
Archiving Excursions
Excursions in Paperly are archived automatically after they have been completed. Archiving helps keep the Excursions list clean and ensures older excursions don’t stay active unnecessarily.
Archive Functionality
An excursion can only be archived if it is in Final Approved status.
Final Approved = eligible for archiving
Draft / Pre-Approved / Pending Approval = not eligible for archiving
When Does an Excursion Archive?
By default, excursions are automatically archived 30 days after the excursion end date (once the excursion is Final Approved).
This means:
The excursion remains visible and accessible during the post-excursion period, and
It will then be archived automatically after the retention period has passed.
Can the Archive Timeframe be Changed?
Yes, the auto-archive period is configurable, however:
Schools cannot change this setting within the Paperly Interface
A support request is required for our team to update it
If you would like to change the archive timeframe (e.g. 7 days, 14 days, 60 days), please contact Support and include your preferred number of days.
Where Do Ratios Display?
If an Excursion Type and/or Activity Type has a ratio defined in Risk Settings → Ratio tab, the ratio will automatically display when creating an excursion.
Ratios become visible after the excursion has been pre-approved, within the Ratios tab of the excursion.
The Ratios tab shows:
Predicted Ratio – calculated from total students vs staff.
Current Ratio – calculated from approved students vs staff.
Create Excursion for Someone Else?
Yes, via the "Staff member responsible for the activity" field. This can be a different person to the creator of the excursion. Both will have the same oversight of the excursion.
A note on terminology:
Different schools and geographies refer to trips/excursions using different terminology.
Within Paperly, an Excursion or Trip refers to any school activity or event that sits outside the day to day schedule. This includes incursions or events on school grounds.
Need help? Contact Support