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How to Create a Field Trip

Create, set up, and publish field trips in AfterSchool HQ so families can register with all the details they need.

Creating activities in AfterSchool HQ helps you organize your programs and open them for enrollment.

In this guide, you’ll learn how to create and publish an activity, including setting schedules, enrollment options, pricing, and activity details.

00:05: We'll walk through how to create a field trip using AfterSchool HQ.

00:10: Start by clicking on Field Trips from your menu.

00:13: Click Add Field Trip to begin creating a new event.

00:17: Type the name of your event.

00:19: Click show advanced settings to access additional options for your field trip.

00:25: Select a registration form for your field trip.

00:28: Click Save & Next to move forward.

00:31: Click the Start Date field to choose when enrollment for the field trip should begin.

00:37: Click the End Date field to choose when enrollment for the field trip will end.

00:42: Enter the actual date of the field trip so families know when the event takes place.

00:47: Click the Start Time field to specify when the field trip begins..

00:52: Click the End Time field to specify when the field trip concludes.

00:57: Click Add Another Date if your field trip includes multiple dates.

01:02: Once finished, Click Save & Next.

01:05: Enter important information about your field trip. You can also upload flyers and pictures.

01:11: Click Save & Next to continue.

01:14: Specify the person responsible for the field trip. Please note this contact information will be visible to families.

01:21: Click save and next to continue.

01:24: Enter the location information and any special instructions.

01:28: Click Save & Next to move to the next step.

01:32: Indicate whether there is a cost associated with the field trip.

01:36: Click Save & Next to save and continue.

01:40: In this section, you can customize the registration confirmation message and the thank you email families will receive.

01:47: Click Save & Review to review all details.

01:50: When everything looks good, click Publish Field Trip to make the event available for registration.

01:57: You have successfully created and published a field trip in AfterSchool HQ.

02:01: Thanks for watching

 

1. Open Field Trips

From your menu, click “Field Trips”.

Navigate to Field Trips

2. Add a Field Trip

Click “Create Your First Field Trip”, or Add Field Trip” if you’ve created one before.

Select Add Field Trip

3. Enter basic details

Type the field trip name, then click “Show Advanced Settings” if you need to select a registration form or adjust additional options. Click “Save & Next” to continue to the next section.

Enter Field Trip Name

Open Advanced Settings

Add a Registration Form

💡Tip: Attach a registration form to your field trip to gather permissions, medical notes, or emergency contacts ahead of time.

4. Set the enrollment period

Choose the start and end dates for when families can register for the field trip. Click “Save & Next” to continue to the next section.

Select Start Date

Select End Date

5. Add the field trip date and time

Enter the date of the field trip, along with the start and end time. If the trip spans multiple days, click “Add Another Date”. Then select “Save & Next”.

Add Field Trip Date

Set Start Time

Set End Time

Add Additional Date

Save Date Settings

6. Add event details

Provide important information about the field trip, including expectations, benefits, and instructions. You can upload flyers or images here. Click “Save & Next” to continue to the next section.

Add Event Details

Save and Continue

💡Tip: Include meeting location, arrival time, what to bring, and pick-up instructions in the field trip description so families are fully prepared.

7. Add contact information

Enter the name and contact details of the person responsible for the field trip. This information will be visible to families. Click “Save & Next” to continue.

Open Advanced Settings

Save & Next

8. Add location details

Enter the field trip location and any special instructions families should know. Click “Save & Next” to continue to the next section.

Add Location Details

Save and Continue

9. Set pricing

Indicate whether the field trip has a cost. If there is a fee, enter the amount and review any additional payment options. Click “Save & Next” to proceed.

Set Cost (If Applicable)

Save and Proceed

10. Customize confirmation messages

Add the thank-you message and customize the confirmation page families will see after registering. Click “Save & Review”.

Access Confirmation Settings

Save and Review

11. Review your field trip & publish

Click “Publish Field Trip” to make it available for registration.

Publish Field Trip

💡Tip: You can copy the field trip URL to share with families.

Frequently Asked Questions

Q: Can I take attendance for a field trip?
A: Attendance tracking (present/absent or Check In/Out) is not available for field trips in AfterSchool HQ. Field trips are designed for event registration and logistics, not daily attendance tracking. Families can register, complete forms, and make payments if required, but attendance must be managed outside of the Field Trip feature.

Q: Why doesn’t the attendance feature work for field trips?
A: Field trips function as one-time events, not recurring activities. Because of this, attendance tools such as daily attendance, Check In/Out & Kiosk mode are not enabled for field trips.

Q: How should I track attendance for a field trip?
A: You can track attendance by using a printed roster, taking manual headcounts and using a separate attendance form. Many providers print their registration list and use it as a sign-in sheet on the day of the trip.

Q: Can I convert my field trip into a regular activity to take attendance?
A: If attendance tracking is required, you may create the trip as an extracurricular activity instead of a field trip. This allows you to use Check In/Out and attendance tools, but it will not use the field trip event format.

Q: Do field trips still collect registration forms and payments?
A: Yes! Field trips can still collect registration details, use forms and process payments. They simply do not include attendance tracking.

 

💡If you have any questions or experience any technical difficulties with “How to Create Field Trips”, don't hesitate to get in touch with our support team at support@afterschoolhq.com .