Events & Trips

The Events module lets you create, manage, and communicate about school events. Whether it is a general school event, a field trip requiring guardian consent, or a parents evening, Tawaasal provides tools to manage the full event lifecycle.

Accessing Events

1. Log in as a school administrator.
2. Navigate to Events from the sidebar.

Event Types

Tawaasal supports three event types:

Type	Description
General	Standard school events (sports day, assemblies, open days, exam periods)
School Trip	Field trips with guardian consent tracking and attendance
Parents Evening	Appointment-based events with teacher slot management and guardian booking

Event Statuses

Events progress through a lifecycle:

Status	Description
Draft	Created but not yet visible to the school community
Published	Live and visible to the target audience
Cancelled	Event has been cancelled
Completed	Event has taken place

Creating an Event

1. Click the Create Event button.
2. Choose the event type: Parents Evening, School Trip, or General Event.

1. 1Choose Parents Evening for appointment-based events with teacher slots.
2. 2Choose School Trip for trips that need guardian consent.
3. 3Choose General Event for everything else.
4. 4Cancel closes the dialog without creating an event.

3. Fill in the event details:
   • Title — The event name.
   • Description — A detailed description of the event.
   • Date and Time — When the event takes place (start and end).
   • Location — Where the event will be held.
   • Target Audience — Who should see the event (all school, specific grades, specific classes).
4. For School Trips, additional fields include:
   • Departure and return times
   • Transport arrangements
   • Cost per student (if applicable)
   • Consent deadline — The date by which guardians must respond
5. Click Save as Draft or Publish to make it immediately visible.

Managing Events

Viewing Events

The Events page displays a filterable list of all events. Use the filters to narrow the view:

• Event type — Show only general events, trips, or parents evenings.
• Status — Filter by draft, published, cancelled, or completed.
• Search — Find events by title.

1. 1Create Event starts a new event.
2. 2Search events by title.
3. 3Filter the list by event type.
4. 4Row actions, such as Edit, open the event for that row.

Editing an Event

1. Find the event in the list.
2. Click the Edit icon.
3. Update the details as needed.
4. Click Save.

Publishing an Event

1. Find the draft event.
2. Click the Publish action.
3. Confirm the publication.

Publishing makes the event visible to the target audience and sends notifications.

Cancelling an Event

1. Find the published event.
2. Click the Cancel Event action.
3. Confirm the cancellation.

All attendees will be notified of the cancellation.

Deleting an Event

Only draft events can be deleted. Published or completed events must be cancelled or archived instead.

1. Find the draft event.
2. Click the Delete icon.
3. Confirm the deletion.

Bulk Actions

Select multiple events and use the bulk action bar to publish, cancel, archive, or delete them.

School Trips

School trips have additional features to manage the logistics and safety of taking students off-site.

Consent Tracking

When a school trip is published, guardians receive a notification asking them to provide consent for their child to attend.

• Consent status is tracked for each student:
  • Pending — Guardian has not yet responded.
  • Consented — Guardian has given consent.
  • Declined — Guardian has declined.

As a school administrator, you can view the consent status for all students:

1. Find the trip in the events list.
2. Click Trip Dashboard to open the consent breakdown.

1. 1Request Consent sends the consent request (or a reminder) to guardians who have not yet responded.
2. 2Manage Attendees opens the student roster for the trip.
3. 3Filter the list by consent status: pending, consented, or declined.

Consent Reminders

If the consent deadline is approaching and many guardians have not responded, click Request Consent on the trip dashboard to send a reminder.

Trip Attendance

On the day of the trip, mark attendance:

1. Open the trip event.
2. Go to the Attendance section.
3. Mark each student as present, absent, or excused.

1. 1Mark All Present sets every unmarked student to present.
2. 2Save records the attendance you have marked.
3. 3Filter the list by attendance status.

Event Attendance

For general events that track attendance:

1. Open the event.
2. Navigate to the Attendance page.
3. Mark each attendee as present, absent, or excused.

Tips

• Publish events early — Give guardians sufficient notice, especially for trips that require consent and payment.
• Set realistic consent deadlines — Allow at least one to two weeks for guardians to respond to trip consent requests.
• Use the calendar — Events appear on the school calendar, so check for scheduling conflicts before creating new events.
• Follow up on pending consent — Do not wait until the last minute to chase missing consent responses.
• Archive past events — Keep your event list clean by archiving events that have been completed.