Risk Management
Define, assess, and monitor excursion risks using configurable matrices, registers, and mitigation workflows aligned to school policy.
Excursions Risk Settings
What are Risk Settings?
When planning excursions, schools have a legal and ethical duty of care to identify and manage potential risks. Schools must be able to demonstrate that risks have been assessed, controls have been considered, and supervision is appropriate.
The Risk Settings area in Paperly’s Excursions module provides the framework staff use to complete consistent, compliant risk assessments. Admin users configure these building blocks once, and staff then use them across every excursion.
Paperly Risk Framework
Paperly comes preloaded with a comprehensive risk framework that schools can use immediately or customise to match internal policies.
The Framework Includes:
Framework Component | What it Controls | Where It’s Used |
|---|---|---|
Risk Likelihoods | How probable a risk is | Risk Register + Risk Assessment tab |
Risk Impacts | How severe the consequence could be | Risk Register + Risk Assessment tab |
Risk Ratings | Overall risk level from likelihood × impact | Calculated automatically |
Risk Matrix | How likelihood + impact combinations map to rating levels | System-wide rating logic |
Risks Library | Preloaded risks (editable) | Applied by excursion/activity types |
Important: Any edits to risks, likelihoods, impacts, or ratings apply system-wide and can affect all excursions where they are used.
Risk Likelihoods
Likelihood Rating (Default) |
|---|
Almost Certain |
Likely |
Possible |
Unlikely |
Rare |
N/A |
Likelihood Areas
Likelihood ratings are often defined using one or more “areas” to guide consistent judgement.
Likelihood Area | Example Meaning |
|---|---|
Frequency | “Almost certain to occur in the next 3 months.” |
Probability | “>80% chance of occurring.” |
Experience | “Not unusual to happen.” |
Each likelihood rating (e.g. Likely, Possible, Rare) can have descriptions across these areas.
Risk Impacts
Impact Rating (Default) |
|---|
Low |
Moderate |
High |
Extreme |
N/A |
Impact Areas
Impact Areas (Default) / Dimensions of Consequence |
|---|
Health |
Physical Assets |
Non-Physical Assets |
Business Interruption |
Reputation |
Annual Operating Revenue |
Governance Impact |
Staff Morale & Performance |
Life/Health |
For example…
(Major Health Impact): Life-threatening injury requiring lengthy hospitalisation or rehabilitation, and more than one month off school/work.
Risk Ratings and Matrix
Paperly calculates risk ratings automatically by combining Likelihood × Impact.
Default Risk Rating Levels
Risk Rating (Default) |
|---|
Low |
Moderate |
High |
Extreme |
N/A |
How The Matrix Works
What You Configure | What It Does |
|---|---|
Rating levels + colours | Defines how risk levels are displayed |
Matrix cell assignments | Determines which rating applies for each likelihood/impact combination |
Thresholds/labels | Lets schools align the matrix to internal frameworks |
Risk Columns (Fields)
What fields do I have control over within the Risk Columns tab?
Paperly includes standard risk fields that cannot be deleted or have their field type changed. Admin users can still control whether most fields are visible and/or required in different contexts.
Standard (Preloaded) Fields
Field Name | Field Type |
|---|---|
Excursion Type | Multiple Select Dropdown |
Activity Type | Multiple Select Dropdown |
Risk Category | Multiple Select Dropdown |
Description | Textarea |
Risk Mitigation | Textarea |
Risk Owner | Multiple Select Dropdown |
Risk Proximity | Dropdown |
Initial Risk Likelihood | Dropdown |
Initial Risk Impact | Dropdown |
Initial Risk Rating | Dropdown |
Residual Risk Likelihood | Dropdown |
Residual Risk Impact | Dropdown |
Residual Risk Rating | Dropdown |
What Admins Can Configure (for Most Fields)
Feature only available to Admin users
Setting | What It Controls |
|---|---|
Required (Risk Register) | Must be completed when creating/editing a risk in the Risk Register |
Required for Final Submission | Must be completed before an excursion can be submitted for final approval |
Show in Excursion | Whether the field appears in the excursion Risk Assessment table |
What Admins Cannot Configure (Fixed Fields)
Feature only available to Admin users
Field | Configurable? | Notes |
|---|---|---|
Excursion Type | No | Fixed within the system |
Activity Type | No | Fixed within the system |
Field Types
Field Type | Best For |
|---|---|
Textbox | Short typed responses |
Textarea | Longer notes / detailed text |
Dropdown | Single selection from defined options |
Multiple Select Dropdown | Multiple selections from defined options |
Multiple Free Text | Multiple typed entries |
Changes to risk assessment settings apply only to new excursions.
How to Add a Risk Column
Feature only available to Admin users
Open Excursions from the side navigation.
Go to Settings → Risk Columns.
Click Add Risk Column.
Enter a Name.
Select a Field Type (see table below).
Configure toggles (Required / Required for Final Submission / Show in Excursion).
Click Save.
How to Remove a Risk Column
Feature only available to Admin users
To hide a column from staff view:
Go to Risk Settings → Risk Columns.
Click Edit (pencil) on the relevant column.
Toggle off Show in Excursion.
Click Save.
Excursion Type and Activity Type cannot be edited. Changes apply only to newly created excursions.
Make Fields Required/Not Required
Go to Risk Settings → Risk Columns.
Click Edit (pencil) for the field.
Toggle Required for Final Submission on or off.
Click Save.
If a field is required, staff will not see Submit for Approval until required fields are completed.
Risks Register and Linking
Add a New Risk to the Risk Register
Go to Risk Settings → Risks.
Click Add Risk.
Complete the required fields (see below).
Click Save.
Core risk fields when creating a risk
Field | What to Enter |
|---|---|
Excursion Type | The excursion type this risk belongs to |
Risk Category | e.g. Prior to activity, Travelling to/from, During, After |
Description | Clear description of the risk |
Risk Mitigation | Controls/mitigation steps |
Risk Owner | Responsible staff member |
Risk Proximity | When risk is most relevant |
Initial Likelihood | Baseline likelihood |
Initial Impact | Baseline impact |
Additional fields can be added via Risk Columns.
Link Risks with an Activity Type
Linking risks to both Excursion Type + Activity Type ensures risks only appear when both are selected.
Step 1: Link Activity Types to an Excursion Type
Go to Settings → Excursion Types.
Add or edit an excursion type.
Use the Activity Types dropdown to link one or more activities.
Step 2: Link a Risk to an Activity Type
Go to Risk Settings → Risks.
Edit an existing risk or click Add Risk.
Select the relevant Excursion Type.
If Activity Types are linked, an Activity Type dropdown appears.
Select the Activity Type and save.
Tip
If the Activity Type dropdown doesn’t appear, confirm the Excursion Type has at least one linked Activity Type.
Completing Risk Assessments
Completing the Risk Assessment Tab
After an excursion is pre-approved, staff can complete required tabs for final approval, including Risk Assessment.
Open the excursion and go to the Risk Assessment tab.
Click Risk Assessments.
For each row (risk), click Edit (green pencil).
Complete all required fields.
Click Save Changes.
Default Required Fields
These fields can be customised.
Field | How It Works |
|---|---|
Initial Risk Likelihood | Selected by staff |
Initial Risk Impact | Selected by staff |
Initial Risk Rating | Generated automatically |
Residual Risk Likelihood | Selected by staff |
Residual Risk Impact | Selected by staff |
Residual Risk Rating | Generated automatically |
Schools can change requirements via Risk Columns.
Ratios
Feature only available to Admin users
What are Ratios?
Paperly allows Admin users to define acceptable staff-to-student supervision ratios in the Excursions module. Ratios can be configured by:
Excursion Type (mandatory), and optionally
Activity Type (optional)
Paperly includes a default ratio of 15:1, applied to all preloaded Excursion Types. Schools can edit or delete these to match their policies.
How Ratios Work in Excursions
Once an excursion is pre-approved, the Ratio tab becomes available and shows:
Ratio Measure | What It Means |
|---|---|
Acceptable Ratio | Required ratio set in Risk Settings |
Predicted Ratio | Total students ÷ involved staff |
Current Ratio | Approved students ÷ involved staff |
Notes
Ratios are always rounded up for safety (e.g. 28 ÷ 3 = 10:1).
“Involved staff” refers to the List of Staff Attending Excursion (involved_users role).
If data is missing, Paperly displays a message explaining what’s required.
Setting up a Staff–Student Ratio
Create ratios in Excursions → Risk Settings → Ratios.
Ratio Setup Fields
Field | Purpose | Required? |
|---|---|---|
Description | Label for the ratio rule | Yes |
Acceptable Ratio | Students per staff member (e.g. 15:1) | Yes |
Acceptable Ratio Colour | Display colour when ratio is within limits | Yes |
Unacceptable Ratio Colour | Display colour when ratio is outside limits | Yes |
Excursion Types | Where this ratio applies | Yes |
Activity Types | Optional refinement (only applies if chosen) | No |
How to Associate Ratios to Excursion Types + Activity Types
Ensure Activity Types are linked to the relevant Excursion Type (Settings → Excursion Types).
Go to Risk Settings → Ratios.
Add or edit a ratio.
Select an Excursion Type (mandatory).
(Optional) select an Activity Type if available.
Click Save.
How it applies:
If only Excursion Type is selected → applies to all excursions of that type.
If both Excursion Type + Activity Type are selected → applies only when both are chosen.
Ratio Calculation Glossary
Term | Definition |
|---|---|
Total Student Count | All students added to the excursion (approved, declined, pending) |
Approved Student Count | Students with status “approved” only |
Staff Participating | Staff assigned as involved_users (List of Staff Attending Excursion) |
Predicted Ratio | Total Student Count ÷ Staff Participating |
Current Ratio | Approved Student Count ÷ Staff Participating |
System Messages When Data is Missing
Ratio Type | Message |
|---|---|
Predicted Ratio | “Requires students and/or involved users to be selected.” |
Current Ratio | “Requires approved students and/or involved users to be selected.” |
Ratio Calculation Examples
Total Students | Approved Students | Staff Members | Predicted Ratio | Current Ratio |
|---|---|---|---|---|
10 | 5 | 1 | 10:1 | 5:1 |
10 | 0 | 1 | 10:1 | Requires approved students and/or involved users |
51 | 22 | 2 | 26:1 | 11:1 |
0 | 0 | 2 | Requires students and/or involved users | Requires approved students and/or involved users |
20 | 20 | 0 | Requires students and/or involved users | Requires approved students and/or involved users |
20 | 20 | 2 | 10:1 | 10:1 |
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.
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