Calendar & Excursions Overview

The Hero Calendar & Excursions feature allows staff members to schedule internal and external school events that are presented in one shared view for staff members and caregivers. This includes the ability to:

• document the risks involved (including uploading documents)
• request and update student permissions
• define and select event options
• bill and accept payments for related costs
• interact with caregivers via the Hero app
• print required event lists

Caregivers are able to respond to each event with their students' intention to attend, notify the school of permissions and options and pay costs directly through the Hero app.

EXPLORE CALENDAR & EXCURSIONS

These help articles will guide you through scheduling events, inviting caregivers to events and accepting and processing responses from caregivers:

• Navigating your School Events Calendar
• Creating a New Calendar Event
• Understanding how Calendars & Excursions Integrates with Student Billing
• Giving a Staff Member Permission to Approve Calendar Events
• Editing an Existing Calendar Event
• Changing the Status of a Calendar Event
  • Submit a calendar event for approval
  • Approve a calendar event
  • Open a calendar event to caregivers
  • Close a calendar event from receiving further responses
  • Cancel a calendar event
  • Delete a calendar event
• Accessing Permission Replies and Event Lists
  • Viewing permission and option replies
  • Adding a response on behalf of a caregiver 
  • Editing an existing response
  • Deleting an existing response
  • Viewing the history of response activity
  • Updating stored student permissions
  • Sending reminders to caregivers who are yet to respond
  • Creating breakout groups of selected students
  • Printing event lists

MANAGING YOUR EVENTS LIBRARY

To save you time, your events library can be populated with aspects of events to reuse in future events without further editing. This includes:

• Permissions - additional permissions relating to an event that the caregiver needs to provide approval for.
• Options - choices that a caregiver needs to make e.g. activity choice, food choice, equipment required for an activity. These can have costs associated with each choice.
• Templates - descriptions of an event that can be used as a starting point to provide information about repeated events. E.g. sports day info
• Risks - possible risks and controls (risk mitigations) that can be pulled into a specific event to make up a risk assessment and management plan.

Permissions and Options created when creating a new event will populate in the Events Library. Templates and Risks must be created before using them in a new event.

MANAGING YOUR EVENTS LIBRARY

School Hero Administrators are able to access the Events Library

Find the Events Library in the Administration Menu

For instructions for managing the contents of the Events Library, see these help articles:

• Managing Event Permissions in the Events Library
• Managing Event Options in the Events Library
• Managing Event Templates in the Events Library
• Managing Event Risk Assessment Templates in the Events Library