This article outlines the process for creating a basic field trip item in the SchoolCash platform, using a museum trip as an example. The steps cover key details like entering the date, grade, and description, setting up limits and distribution options, and using templates for efficiency.

You will also learn about the importance of previewing items, setting effective and end dates, and attaching items to the target audience. Additional context on advanced features and best practices is provided to help ensure a smooth setup process.

Steps to Create a Basic Field Trip Item

1. Use a Template or Start Fresh

You can create a new field trip item from scratch, copy and revise a previously created field trip, or use a template. Templates help standardize key details and include placeholders like uppercase text or brackets, which you should review and revise for accuracy based on your specific field trip.

2. Enter Key Details

Include the following details:

  • Date and Grade: Add the field trip date and, optionally, the grade level. Note that parents already know their child's school and grade, so including this is optional.
  • Description: Answer the five Ws—Who, What, Where, When, and Why—to provide clear information about the trip. Review template placeholders and revise them for accuracy.
  • Picture: Upload a relevant picture of the location if available. A clear and relevant image enhances parent engagement.

3. Configure Revenue Distribution

Decide whether to allocate all revenue to one account category or distribute it across multiple categories. This eliminates the need to transfer funds after revenue is received and ensures accurate financial tracking.

4. Set Effective and End Dates

Define the start and end dates for the field trip item:

  • Effective Date: Set to the current or a future date. Email notifications will be sent to registered parents on the effective date.
  • End Date: Set the end date to a Sunday to give parents extra time to make purchases. This ensures the field trip remains available over the weekend.

5. Adjust Limits

Configure the following limits:

  • Limit Per Student: Default is 1. Adjust if necessary, depending on how many tickets or spots are available per child.
  • Total Quantity: Default is unlimited. Adjust based on transportation capacity (e.g., bus seating, parent volunteers).

6. Enable Reminder Emails

Set up reminder emails to notify parents who have not yet purchased the item online. This feature ensures increased parent participation and timely purchases.

7. Preview, Save, and Attach

Follow these steps to finalize the item:

  • Preview: Always preview the field trip item to verify the information parents will see. This helps catch errors before publishing.
  • Save: Save the item after reviewing and revising all details.
  • Attach: Attach the item to the target audience immediately or at a later date. You can revisit the item later for any required changes.

For more information on student attachments, refer to the Student Attachments Video.

Additional Video Resources

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