Events and Payments

Overview

The Staff Kiosk Events > Events and Payments program provides summary information on the events and payments and the status of the associated student participant. When you access the program, the screen will display a list of Events and Payments for the current year that have invited students.

The program allows you to:

Search for existing events.
Create a Custom Roll of students attending an event (Click here for more information).
Print a list for multiple events that include numbers invited and numbers accepted.
Print a list for an individual event detailing students invited, accepted or not accepted.
Print a medical details report for all students invited or attending an event.

Searching for Events

The 'Events and Payments' screen provides the facility to search for existing events and payments using various search criteria. Use the other filters at the top of the screen to return a different list of Events based on:

Teacher
Event Status
Year

Only those years with defined events will be included in the 'Years' filter.

Event Description

To sort a column to either ascending or descending order, click on the column heading. To sort by multiple columns hold down the 'Shift' key and click the second and subsequent columns.

Right-click on the column heading to remove/add columns into the Events List.

Events and Payments Grid

The Events and Payments Grid provides summary information of the Events and Payments based on the applied display filters.

Column

Description

Number

A system-generated number for the system to identify the Event.

Description

This column displays the ‘Events and Payments Title’ entered when the Event was created.

Teacher

This column displays the ‘Teacher’ who will be responsible for the event. This field is optional when creating the event, so it may be blank for some events.

Status

The status of the event.

Status	Description
Approved	The event has been approved and is now available in Staff Kiosk Events > Events and Payments for an event administrator to invite students to the event. After students are invited, the Parents of invited students will be able to accept/decline their child's attendance for an Approved event in Parent Lounge.
Cancelled	This status is set 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.
Closed	This status prevents parents from accepting/declining an event in the Parent Lounge. However, the event will still be visible to parents. Events with the closed status are available to event administrators when using Staff Kiosk Events > Events and Payments.
Draft	The event does not appear to approvers for approval, allowing you to add/edit information before seeking approval. When you are ready to seek approval, edit the event and change the status from ‘Draft’ to ‘Outstanding’.
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	The event is available for approvers to approve. This is the default status for a new event.
Rejected	This status indicates that the event has not received approval.

Start Date / Time

This column displays the ‘Start Date / Time' entered when the Event was created or edited.

End Date / Time

This column displays the ‘End Date / Time' entered when the Event was created or edited.

Portal Publish Date

If the ‘Schedule Portal Publish’ checkbox was enabled when creating an event, this column allows you to see when the event will be published or has been published to Parents on Parent Lounge and Students on Student Cafe.

Max Acceptances via PL

This column displays the maximum number of students that can be accepted for the event. This field is optional when creating the event, so it may be blank for some events.

Number Invited

The number of students who have been invited to the Event.

Number Accepted

The number of students whose Parents have accepted the invitation to the Event.

Action

The following actions are available via a 'hamburger menu' in the Action column.

Link	Action
View	View the Events and Payments details. For further details on the Events and Payments fields, click here.
Bulk Assign	Bulk assign/invite students to the event. For further details on the fields in the Bulk assign/invite screen click here.
Students	Manage individual students invited to the event. For further details on the fields in the Individual assign/invite screen click here.
Edit	Edit the details of the event and its payments. For further details on the Events and Payments fields click here.
Costings	Manage the event costings and GL Account details for the event. For further details on the fields in the Costings screen click here.
Notes	Add notes to the event and payments. For further details on the fields in the Notes screen click here.
Options	Manage options and option costings for the event. For further details on the fields in the Options screen click here.
Create Custom Roll	Create a custom roll for the event ready for marking that includes all students that are approved to attend this event. Click here for more information on custom rolls.
Approve	Approve event. For further details on approving events, click here.
Delete	Delete event.

Printing Out a Report for Students Attending an Event

Refer to Printing Out a Report for Students Attending an Event.

Related Resources

Creating/Editing an Event and Payment

Inviting Students to an Event in Bulk

Events and Payments - Notes

Events and Payments - Details

Events and Payments - Options

Creating a Custom Roll for an Event

Cloning an Event and Payment

Events and Payments - Costings

Approving an Event and Payment

Manage Individual Students