Creating/Editing an Event and Payment

*Events and Payment Title

Enter a description of up to 60 characters to best describe the event, payment, tour or excursion. For example, 'Year 12 Dreamworld' Excursion.

This event title will be visible to parents in Parent Lounge.

In v01.059.08.200 this field was renamed from ‘Events and Payments Details' to be ‘Event and Payment Title’.

No. Invited

A system maintained field that indicates the number of students that have been invited to attend the event using program Staff Kiosk program Events > Events and Payments - Students.

*Start Date / Time

Enter the date and time that the event will begin.

No. Accepted

A system-maintained field that indicates the number of students who have accepted to attend the event.

Two methods are available to record the acceptance of students attending events:

1. Through program Staff Kiosk program Events > Events and Payments - Students.

2. Parents accepting online through Parent Lounge.

*End Date / Time

Enter the date and time that the event will finish.

Amount Paid

This is a display-only field that will show the total amount that parents have paid against the event to date.  Payments with a status of 'not yet confirmed' are not included in this figure.

Teacher

An optional field that allows you to select a teacher who will be responsible for the event. This will default to the teacher who is logged on.

*Status

In Add Mode

Only two status options are available when adding a new event:

• Outstanding: This is the default status for a new event. When saved, the event will appear for approvers to approve.

• Draft: The event will not appear to approvers for approval, allowing you to add/edit information prior to seeking approval. When ready to seek approval, edit the event and change the status from Draft to Outstanding.

Staff Kiosk program Events > Event and Payments - Details is used to 'Approve' an event. The event status is automatically updated from 'Outstanding' to 'Approved' by this program. After this is done it can then be cancelled, closed, finalised, or rejected.

In Edit Mode

In 'Edit' mode, once the event has been 'Approved', the following additional statuses are available:

• Approved — Once the event has been 'Approved', it will be available in Staff Kiosk program Events > Events and Payments - Students for an event administrator to invite students to the event.

Parents of invited students will be able to accept/decline their child's attendance for an Approved event in Parent Lounge.

• Closed — Events with the closed status are available to event administrators when using Staff Kiosk program Events > Events and Payments - Students.

This status is used to stop parents from accepting/declining the event in Parent Lounge. It will, however, still be visible to parents.

• Cancelled — Use this status if the event is not proceeding for any reason, e.g. Due to insufficient numbers. An event with this status is not visible to parents in Parent Lounge.

• Draft — This status indicates that the event is a draft only and not yet available for approval.

• Finalised — This status indicates that all processing on the event has been completed. An event with this status is not visible to parents in Parent Lounge.

• Outstanding — This is the default status of all events when they are first added and prior to approval.

• Rejected — This would be used where the event has not received approval.

*Department/Support Group

A mandatory free form text field used to indicate the group and/or department involved in organising the event.

For example, a Yr 8 Science Excursion would be the responsibility of the Science Department.

Organiser Name

An optional field to enter a description or name to identify the person responsible for organising the event.

This description or name will be visible to parents in Parent Lounge.

*Venue / Supplier

A mandatory free form text field used to indicate where the event will be held and/or the company that will be providing the facilities.

Organiser Phone

Enter a contact phone number of the person responsible for organising the event.

This phone number will be visible to parents in Parent Lounge.

Maximum Acceptances via PL

An optional field used to nominate the number of students that can be accepted for the event.

The number of remaining places for an event will be displayed in Parent Lounge program Accounts & Payments > Events and Payments.

Organiser Email

Enter the email address of the person responsible for organising event.

This email address will be visible to parents in Parent Lounge.

Attachment

Click '+ Choose' to select one or multiple files to attach. Alternatively, drag and drop files into the Attachment field.

An example of this would be a PDF document that explains or advertises the event.

Attachments added here are visible to parents in Parent Lounge when they click on the attachment icon in the 'Other Details' column.

URL Link

Allows you to enter a website address or link to further information about the event.

An example of this would be a link to a page on your website where the event is explained or advertised in detail.

The link is visible to parents in Parent Lounge when they click on the '@' symbol in the 'Other Details' column.

Additional Details

Enter additional details about the event.

The rich text editor allows you to add headings, use bold and italics, add and edit hyperlinks, insert images, undo and redo, use bullet lists and ordered lists, and convert text from a list format back to a standard paragraph format.

	Use your cursor to highlight the text that you want to format, then click the Paragraph drop-down list to choose your preferred paragraph format.
	Use this icon to format your text in bold.
	Use this icon to format your text in italics.
	Use this icon to format your text as a hyperlink. To format text as a hyperlink: Highlight the text you want to format. Click the icon to insert a hyperlink. Enter the URL in the Link field. Click the 'Link' button to complete the process. To open the hyperlink: Click the linked text. Then click the icon. To edit the hyperlink: Click the linked text. Then click the icon. To remove the hyperlink: Click the linked text. Then click the icon.
	Use this icon to insert an image into your text. The accepted image file types are png, jpg, jpeg, gif, and webp formats. To insert an image: Place your cursor in the area where you want to insert your image in the textbox. Click the icon to insert an image. Click ‘No File Chosen’ to open the file navigation screen. Select your file and click ‘Open’. Click the ‘OK’ button to complete the process. The image will then load into the text box. Click, hold and drag the blue boxes on the corners of the image to resize to your desired size.­­ To remove the image: Click the image, so it is highlighted with a blue box. Press the ‘Delete’ button on your keyboard.
	Use this icon to undo the changes that you have made.
	Use this icon to redo the changes that you have made.
	Use this icon to format your text into a bullet point list.
	Use this icon to format your text into a numbered list.
	Use this icon to convert text from a list format back into a standard paragraph format.

Unit Sell Price

• Nett — The price (excluding GST) for a student to participate in the event

• Tax — The GST component (if any) of the event cost.

• Total — A system-generated field (Nett + Tax).

Sell Price Grid

The Sell Price Grid enables a user to enter multiple GL Detail lines for an event.

Select '+ Add' button to enter a new GL Detail Line for an event.

Terms & Conditions Acknowledgement Required?

Tick this checkbox to force the parents to acknowledge the school's terms & conditions for this event, when they accept through Parent Lounge.

The acknowledgement text that is displayed to the parent in Parent Lounge is set up in program Staff Kiosk program Events > Parameters (Setup).

If this checkbox is ticked the program forces the attachment of a 'Terms & Conditions Document'.

Terms & Conditions Document

Select the 'Browse' button and select a file from your local directory to attach a document to the entry. The attachment that is added here becomes visible to parents in Parent Lounge when they click on the attachment icon symbol in the 'Terms & Conditions' column.

An example of this would be a PDF document that outlines expected levels of student behaviour whilst on the event.

Medical Details Verification Required?

Tick this checkbox to force the parents to acknowledge that the medical details for their child are correct when they accept the event through Parent Lounge.

The medical acknowledgement text that is displayed to the parent in Parent Lounge is set up in program Staff Kiosk program Events > Parameters (Setup).

Approval Information

Once an event is approved, the following details are populated into these fields:

Approver's Notes: Notes entered by the approver when they approved the event.

Approved BY: The code of the approver.

Approved On: The date the event was approved.

Schedule Portal Publish

Tick this checkbox to nominate when the Event/Payment information is to be published in Parent Lounge and Student Café.

The date/time field will then appear, where you can enter the date and time for the details to be published.

The date/time must be greater than today's date and more than 24 hours before the start date and time of the event.

Leave this checkbox unticked if you want the event information to be published in Parent Lounge and Student Café at the same time as the Event is approved.

Add a School Calendar Event for this Event?

When in Edit mode of an approved event, a check box option to add a School Calendar Event becomes available to users with approval permission.

Tick this option to automatically create a calendar event for this event in the School Calendar.

The details of the calendar event will be linked to this event, including the Event Description, Start and End Dates and times.

Select the 'Year Group(s)' and 'Campus' fields if the event should be limited to display to students within these sections. If left blank, all students will be able to view the event.

The 'Add a School Calendar Event for this Event' option will only be available:

• where an 'Event Category' and 'Event Display Colour' has been defined in Staff Kiosk program Events > Parameters (Setup).

• to users who have the 'Events and Payments (Approve)' permission.

Approvers can edit or update some details of the calendar event in Staff Kiosk program Calendar > School Calendar (Maintain) or School Calendar.

The event will be visible:

• to teachers in Staff Kiosk School Calendar.

• on student eDiaries in Student Cafe and Parent Lounge if the student has the 'Accepted' status.

Approvers can edit the calendar event to enable School Calendar visibility in Parent Lounge, Student Cafe and Public in Staff Kiosk program Calendar > School Calendar (Maintain)

There is a School Calendar Event for this event - View 

In Edit mode, click on the text to view a pop up showing the calendar event details.

Remove the Calendar Event for this Event? 

Approvers (only) can tick the check box and Submit Change to remove the calendar event entry.

Approvers can remove the event from the calendar by Editing an Event, or via the Delete button in Calendar > School Calendar (Maintain) or School Calendar.

A Calendar event cannot be removed if it is being used by PC Entries.

If the event is cancelled but the calendar event is not removed, the calendar entry will be prefixed by the text 'CANCELLED'.