Settings

Permissions for Excursions

Paperly’s Excursions module uses two main permission levels.

Add Permissions to Users

1. Open Excursions from the side menu

2. Go to Settings → Permissions

3. Click Add Staff

4. Select a staff member

5. Assign a role (Admin or Coordinator)

6. Click Save

Changing/removing permissions: you can’t edit an existing permission directly—delete it (bin icon) and re-add the staff member with the new role.

Excursion Types

Excursion Types do more than label an excursion—they drive core behaviour in the module:

• Which risks appear in the Risk Assessment tab

• Which questions/fields staff complete during submission

• How staff-to-student ratios can be set and enforced

Paperly comes preloaded with standard types (e.g., Co-curricular, Event, Excursion, Incursion, Interstate, Overseas), and you can edit/delete/add your own.

Manage Excursion Types

1. Settings → Excursion Types

2. Add Excursion Type

   • Add a Code (system reference)

   • Add a Name (e.g., “Overseas Excursion”)

   • Link one or more Activity Types

   • Save

3. Edit via the green edit icon

4. Delete via the red delete icon (cannot delete if in use)

Excursion Types are linked to: Activity Types, Roles, Checklists, Risks, and Excursion Form Section Fields.

Activity Types

Activity Types add specificity (e.g., P.E., White Water Rafting, Office Events) and help ensure the right risks and ratiosapply to the right scenarios.

Create an Activity Type

1. Settings → Activity Types

2. Add Activity Type

3. Name it

4. Save

How Activity Types affect the system

• Risks: can be tagged to Activity Types so they only appear when relevant activities are selected

• Ratios: can optionally be tagged to Activity Types to enforce different ratios for different activities (e.g., Swimming vs general excursion)

Associate Activity Types to Excursion Types

1. Settings → Excursion Types

2. Edit an existing type (pencil) or add a new one

3. Use the Excursion Types dropdown to link the relevant types

4. Save

Important: these associations apply across the system and can affect existing excursions.

Roles & Notifications

Roles let you define who should be notified for specific excursion statuses and/or conditions (e.g., Finance, Transport, Sport).

Add a role and role notifications

1. Settings → Roles

2. Add Role

3. Complete fields such as:

   • Role Category (name)

   • General Email Address (optional shared inbox)

   • Role Users (individual staff pulled from Global Settings/Azure)

   • Excursion Status triggers (e.g., Submitted, Pre-Approved, Approved)

   • Optional Related Field + Field Trigger Option (e.g., “Transport Required = Yes”)

   • Choose which fields to include in the email (e.g., GL code, charge per student)

4. Save

Manage roles once created

• Roles appear in a Roles index table

• Edit with the green pencil; delete with the red bin

  Note: current behaviour is that users assigned to a role can see all excursions; an improvement is planned so role users only see relevant excursions.

Notification triggers

When editing a role:

• Choose notification scope:

  • All statuses, or

  • Selected statuses (e.g., Approved, Rejected)

• Optionally notify based on a field value (example: “Charge per Student > 0 → notify Finance”)

• Select which fields appear in the email notification

Excursion form fields

Add / edit sections and fields

1. Excursions → Settings → Excursion Form Section Fields

2. The form is made up of pre-loaded sections (e.g., Activity Planning, Venue Details, Staff Information, Activity Specifics, Expenses & Payments, Attachments)

3. Edit a section via the pencil; deactivate via Deactivate

4. Reorder fields by dragging the handle

5. Configure per field:

   • field type/label/description

   • associated excursion types

   • required vs optional

   • visible in index table

   • visible to parents

   • column width (full/half/third/quarter)

6. Add new fields with Add Field

7. Save changes

Important: changes to section fields affect all excursions, including existing ones.

Conditional logic

You can show/hide fields based on responses in other fields:

1. Settings → Excursion Form Section Fields

2. Create your fields

3. Scroll to Form Conditions

4. Add Condition

5. Choose a conditional field, set a rule (equal/not equal/checked/greater/less), and select which fields should display when met

6. Save

Only these field types can be used as the basis for conditional logic:

• Radio

• Toggle (Yes/No)

• Number

Approval workflows

Approval workflows define the sequence of approvals an excursion must pass through.

Create an approval workflow

1. Settings → Approval Workflows

2. Add Workflow

3. Add workflow name + description

4. Add one or more Approval Steps

   • step name/description

   • step type (Pre-Approval or Final Approval)

   • choose approver (from staff list)

5. Add Notifications

   • notification name

   • recipient user

   • triggering statuses (can select multiple)

6. Save (workflow appears in the table)

Edit an approval workflow

1. Settings → Approval Workflows

2. Click the Edit icon on the workflow

3. Update steps/approvers/notifications

4. Save

When does editing create a new version?

A new workflow version is created if you:

• change step order

• add a step

• delete a step

• change a step type (e.g., Pre-Approval → Final Approval)

Can you skip pre-approval?

Yes—if you set a workflow with no pre-approval step:

• all excursion tabs are available immediately

• once completed, it goes straight to Final Approval

If you do include pre-approval (most common):

• staff submit the Details page first

• it must receive Initial/Pre-Approval

• then remaining tabs open before Final Approval submission

Checklists

Checklist items are tasks linked to excursion types so important steps aren’t missed (e.g., organise first aid kit, passport photo scanning, social media approval).

How they work:

• Admins create checklist items and link them to excursion types so they appear automatically

• Staff can also add excursion-specific checklist items that only apply to that one excursion

Create checklist items

1. Settings → Checklists

2. Add Checklist Item

3. Choose an Excursion Type

4. Name the item

5. Save (appears in table)

Manage checklist items

• Edit: Settings → Checklists → pencil icon, adjust linked excursion types and/or rename, then save

• Delete: trash icon → “Yes, delete it”

Approvers

Approvers are notified when an excursion needs review/pre-approval. Notifications can appear via:

• Dashboard → Tasks & Notifications

• Email notification

Ways to access the excursion:

1. Via Excursions module: find the excursion and open it with the blue eye icon

2. Via Dashboard: open the approval task in Tasks & Notifications

3. Via Email: open the notification email and follow through

Compulsory attendance

When creating an excursion (Activity Specifics), setting “Is the activity compulsory for students?” = Yes:

• flags the excursion as mandatory attendance for selected students

• does not change permissions or approval workflow

• does not remove the need for parent permission

• does not auto-approve students (they still default to Pending)

• removes the Decline option for parents, but parents must still approve/confirm permission

External data sources

Custom groups can be connected to external data sources for easier management.

A note on terminology: