Managing Events

Managing Events

Overview

You can view event details for all events at your school. 

Each event will have a designated Event Organiser (visible on the 'Staffing' tab of the event); the creator of the event is the default Event Organiser.

While an event is in Draft mode (i.e. not yet submitted for approval), if you are the Event Organiser for the event you will be able to manage all aspects of the event except the Payment Plan tab (setting up an Event Payment Plan requires the EventsAdmin permission). 

Once the event is either submitted for approval or Published (fully approved), the ability to edit the event will be restricted to staff with the EventsAdmin permission only, with the exception of the Attendee tab and the Staffing tab, the Event Organiser can be given access to edit content on either of these two tabs via the Settings located on the main Events page. For information on these settings, please refer to the 'Permissions' section in the 'Events' article from our Knowledge Base.

Staff with the EventsAdmin permission can view/edit/delete all events.


View/Manage an Event

To view/manage the status/details of an existing event, go to the Organisation menu (grid icon) and select 'Events'.

If the event you want to view is one of your upcoming events, you can locate it in your 'My Upcoming Events' section on the Dashboard tab.

     

 


You can see key information for an event such as the number of attendees, the date/times, the consent/payment due date and the status in this section.  For all an event's details, click the title of the event to open that specific event's page.

If the event is not one of your events, you can click on to the 'Upcoming Events' tab to view all the school's upcoming events.

     


Use the Filter options in the top right to locate the event you need to view.

You will see key information in each column for the event and then you can click the event title to open that event's page for all the details.



When you click into an Event, you will see a series of tabs.  If you are the Event Organiser of the event, you will be able to access a range of actions on each tab.  

If you are not the Event Organiser for the event, you will be able to view details on each tab but will have limited action options.
     



    

Dashboard Tab

This tab will show you the details entered by the staff member who created the event in relation to dates/times, administrative information, content provided to parents/students and the event sessions. 
     


The Dashboard tab within an event also has the option to mark the event roll (where applicable).  For details on this process, please refer to the section in this article called 'Event Roll Marking'.

You can also see the notification chain for this event in the bottom right hand corner.  For details on the approval/notification chain process, please refer to the 'Event Notification Chains' section of the 'Events' article from our Knowledge Base.

Once you have added all the event details to each of the tabs for an event in Draft status that you are organising, you need to click 'Submit for Approval' on this tab.  This will notify the first staff member required to approve this event in the notification chain that the event requires their approval.
     


Near the top of the Dashboard tab are some additional options:

Consent/Payment Forms - This option will allow you to download a pdf file of the consent/payment forms if you need to print them for manual distribution.  You can also just download forms of those yet to consent via the 'By missing consent/payment' option.

    


Reports - This will allow you to download some reports for your event.
     

 
 CSV Export:AttendeesContains Consent/Payment data, DOB, Gender and Form/Year Level information for all attendees.
Report:Grid RollThis allows you to print a manual grid roll for the event.
Report:Event SummaryThis will give you a report outlining the date/time of the Event and the Attendees.
Bulk download action plansThis allows you to bulk download the current action plans for student attendees.
 
Please Note: For an Action Plan to be included for the applicable student event attendee, the Medical Condition must be active and the plan set as 'Current'.  This information can be ascertained by viewing the student's user account in People Management.
     

SMS - This gives you a range of recipient options to generate an SMS for in relation to the Event.  The SMS will be based on the attendee list for the event so for example, if the Parents/Guardians option is chosen, the SMS would go to the parents/guardians of the event attendees.  
     

 
Attendees and Parents by StatusThis will give you a pop-up with a range of selections.  When you have made your selections, click 'SMS' and you will then be taken to the SMS screen with the recipients pre-loaded based on your selections.
StaffThis will take you to the SMS screen with the recipients pre-loaded with the staff who are attending the event (based on the Staffing tab of the event).
Flagged for CSEFThis SMS screen will have both the attending staff and the student attendees pre-loaded as the SMS recipients.

For further details on sending a Bulk SMS, please refer to the SMS article from our Knowledge Base.

Please Note: The SMS option will only be visible if you have the BulkSMS permission.  For information on staff permissions, please see the Permissions article from our Knowledge Base and speak with your school's Compass Sponsor or school technician.

Email - This options allows you to choose from a range of recipient options when generating an email in relation to the event.
     


 
Attendees and Parents by StatusThis will give you a pop-up with a range of selections.  When you have made your selections, click 'Email' and you will then be taken to the Email screen with the recipients pre-loaded based on your selections.
StaffThis will take you to the email screen with the recipients pre-loaded with the staff who are attending the event (based on the Staffing tab of the event).

Handbook - This will allow you to download the Event Handbook by the configuration option you select (A-Z, By Form, By Year, By House or Volunteers). 

The Attendee Event Handbook contains all the details of the event and key information about the Attendees including medical information and their parent/guardian contact details (click here to download a sample handbook).

The Volunteer Event Handbook contains the key event details and the registered volunteers.

The Event Handbook is often downloaded and printed by schools for staff to take on the event to ensure they have a hardcopy of the key information on hand.
     


Delete - Clicking this will delete this event.  
     

     
We recommend extreme caution when choosing to delete an event as it will delete associated attendance, consent and payment data.

Duplicate - At times you may have instances where an event is running that has similar attributes to a new event you need to create, or you may have set up an event in a previous term or year and be intending to run the event again; in these instances, rather than having to set your new event up from scratch, you can duplicate an existing event by going to the past event's dashboard and clicking the 'Duplicate' option.
     

 
For further details on the Duplication process, please refer to the 'Duplicating Events' section further down in this article.

Edit - If you need to change aspects of the event like the description, the additional event details or administration details, click 'Edit'.  You can then make the adjustments and click 'Save' to update the event.
Please note:If you need to change the event from being an Opt In to mandatory event, you can only do so before attendees have been added to the event; once attendees have been added - even if they are removed - you cannot change the event type.




Sessions - This section allows you to manage the sessions of the event. 
   


You will see any current sessions for the event.  You can click the roll icon for a session to go to that session's roll.
     


Click the edit pencil icon for a session to edit the end time, location and roll marking mode of that session.
     


Please note you cannot edit the start time or date of an existing session.  A session with a date and start time no longer applicable for the event will need to be deleted and then added as a new session with the updated date/start time.

To add a session or sessions for an event, click the 'Add Sessions' button and then complete the pop-up with the applicable details to create your session/sessions.
     


Select existing sessions by ticking the box in the far left column.  When sessions are selected, click 'Selected Sessions' and choose from a range of options to action for your selected sessions.


     
     

Reinstate SelectedTo reinstate a cancelled session or sessions, select the session/sessions from the list of cancelled sessions, click 'Selected Sessions' and then 'Reinstate Selected'.  This will update the sessions from being cancelled to active sessions for the event.
Set Roll Marking ModeIf you need to change the roll marking mode for your event sessions, select the applicable session/sessions, click 'Selected Sessions' and 'Set Roll Marking Mode' and then choose the roll marking mode you want the sessions to have from the available list of options.
Cancel SelectedThis will cancel the selected session/sessions.  They will stay listed as sessions with a cancelled status.  Cancelled sessions can be reinstated if needed.
Delete SelectedThis will delete the selected session/sessions

 

Attendees Tab


This tab allows you to add/remove attendees for the event, view current attendees and monitor the consent/payment status.
     


To add Attendees, use the top section to filter/select the student/group of students you want to add.  For further options, click 'Advanced' (this allows external students to be added and attendees to be added by Bulk ID Codes).
     


To delete attendees, select the student/students you need to remove, click 'Selected Attendees' and choose 'Remove Selected'.  
     


To delete all attendees from an event, click 'Actions' and choose 'Remove All'.
     


Please Note: We recommend proceeding with extreme caution when removing attendees from an event as this will delete any related attendance data and any related consent/payment data.  A removed attendee can be added back into the event and this will restore any associated payment/consent data for that attendee but not attendance data.
On the Attendance tab you can view all current attendees for the event.  You can click the column headers to sort the list by that field and you can edit the 'Items' field at the bottom of the list to expand the view.  You can also use the filter options in the top right of the list to filter for an attendee.
     


There are a range of further options across the top of the attendee list, 'Selected Attendees', 'Actions' and 'Check Clashes'.
     

     

Selected Attendees - 
The 'Selected Attendees' option gives you a list of Actions that can be completed for the Attendees you have selected (to select an attendee, locate them in the list and tick the box next to their ID Code).
     


 

Consent Only EventsPayment Only EventsConsent/Payment Events
Mark as Consent ReceivedChoosing this for your selected attendee/attendees will update their Status to be 'Attending'. N/A Choosing this for your selected attendee/attendees will update their Status to be 'Awaiting Payment'
Clear Consent ReceivedThis will update the Status for your selected attendee/attendees to 'Awaiting Consent'.N/AIf payment has been received and you choose to clear the consent for the selected attendee/attendees then their Status will update to 'Awaiting Consent'.  If payment has not been received either then their Status will update to 'Awaiting Consent/Payment'.
Mark as PaidN/AChoosing this for your selected attendee/attendees will update their Status to be 'Attending'.Choosing this for your selected attendee/attendees will update their Status to be 'Awaiting Consent'
*Clear PaidN/AThis will update the Status for your selected attendee/attendees to 'Awaiting Payment'.If consent has been received and you choose to clear the payment for the selected attendee/attendees then their Status will update to 'Awaiting Payment'.  If consent has not been received either then their Status will update to 'Awaiting Consent/Payment'.
Mark as Paid + Consent Rcv'dChoosing this for your selected attendee/attendees will update their Status to be 'Attending'.Choosing this for your selected attendee/attendees will update their Status to be 'Attending'.Choosing this for your selected attendee/attendees will update their Status to be 'Attending'.
*Clear Paid + Consent Rcv'dThis will update the Status for your selected attendee/attendees to 'Awaiting Consent'.Choosing this for your selected attendee/attendees will update their Status to be 'Awaiting Payment'This will update the Status for your selected attendee/attendees to 'Awaiting Consent/Payment'.
Mark as Paid via CSEFN/AThis will update the attendee to 'Attending' and the Paid column will reference the amount and that it was via CSEFChoosing this for your selected attendee/attendees will update their Status to be 'Attending'. The Paid column will indicate it was via CSEF.
Clear CSEFN/AThis will update to show the Attendee as having paid but not via CSEF.  If you need to remove the paid status completely, use the 'Clear Paid' option.This will update to show the Attendee as having paid but not via CSEF.  Their status will be 'Attending'.  If you need to remove the paid status completely, use the 'Clear Paid' option, their status would then be 'Awaiting Payment'.
Change CostThis allows you to add a cost for the selected attendee/attendees. 
A pop-up will display on screen for you to enter an amount.  The Attendees with a cost will then update to requiring Consent/Payment.  Please see the 'Changing the Attendee Cost' section in this article for further details.
This will allow you to edit the cost for the selected attendee/attendees to be a different amount to the default cost of the event.  
A pop-up will display on screen for you to enter an amount.  Please see the 'Changing the Attendee Cost' section in this article for further details.
This will allow you to edit the cost for the selected attendee/attendees to be a different amount to the default cost of the event.  
A pop-up will display on screen for you to enter an amount. Please see the 'Changing the Attendee Cost' section in this article for further details.
Mark as DeclinedThis will update the selected attendee/attendees to have a 'Declined' status for the event (relates to Opt-in Events)
Remove SelectedThis will delete the selected attendee/attendees from the event.  
We recommend proceeding with extreme caution when removing attendees from an event as this will delete any related attendance data and any related consent/payment data.  A removed attendee can be added back into the event and this will restore any associated payment/consent data for that attendee but not attendance data.
 
*Note: Attempting to Clear Payment Received information for payments made online via CompassPay (including an event Payment Plan) will result in the payment data remaining for the attendee/attendees.  If the option to 'Clear Paid + Consent Rcv'd' is selected, the consent data will clear but the CompassPay payment data will be retained.  This will impact the Status of the associated attendee.


Actions -
This menu provides you with some bulk actions for all attendees of the event.
     

 
Email AttendeesThis will give allow you to generate an email to the parents/guardians of the attendees with the Status type you choose from the list.
Set cost to default for all attendeesWhen an attendee or group of attendees are added to an event, their cost is set based on what the default cost for the event was at the time they were added.  If you change the default cost of an event after attendees are added, you will need to click this option to have all attendees update to the new default cost. Please see the 'Changing the Attendee Cost' section in this article for further details.
Remove allThis will delete all attendees from the event.  
We recommend proceeding with extreme caution when removing attendees from an event as this will delete any related attendance data and any related consent/payment data.  Removed attendees can be added back into the event and this will restore any associated payment/consent data for the attendees but NOT attendance data.
 
Please Note: If you update all the Attendees' default cost and some attendees had already paid the original default cost online, you will need to manually obtain any further funds required as the Event will show as 'Complete' on the parent's portal.  For example, if an event was initially set at $10 cost and a parent has paid and consented online, if you then edited the Event's default cost to be $15 and updated this for all attendees, you would need to manually obtain the additional $5 from the parent, they would not be able to process another payment online for this same Event.


Check Clashes - 
Clicking this will allow you to view any attendees that have another event/school activity clashing with the event you are viewing.
     

     
A pop-up will show a list of any students who have another event/school activity at the same time as this event.
     



Staffing Tab

This tab is where you manage staff attending the event.
     

 
Event OrganiserThis will default to the staff member who created the Event.  It can be changed by the existing Event Organiser (or a staff member with the EventsAdmin permission) if a different staff member takes on the organisation of the event part way through.  To change, click the drop down arrow and select the applicable staff member. The Event Organiser can edit all aspects of the event while it is in draft mode.  Once an event has been approved, the Event Organiser will be able to manage the attendees, the staffing, costs incurred and risks.  Other staff will only be able to view this information for the event.  Please note that staff with the EventsAdmin permission have full editing access to all events.
Event Organiser attends eventTick this if the Event Organiser is attending the event to ensure the event is displayed on their schedule. If this is ticked, the Event Organiser does not need to be added to the below section 'Attending Staff'.
Additional StaffYou can add staff who are attending the event one at a time by typing their name into the 'Add Individual' field (or by using the drop-down arrow to scroll through current staff) and clicking the associated 'Add' button.  If all staff are attending, click the 'Add' button that correspondes with the 'Add All Staff' field.  Clicking 'Advanced' will give you some additional ways to add staff.
Attending StaffThis displays a list of staff currently attending the event.  The event will show on these staff members' schedules.  To remove all listed staff from the event, click the 'Remove all' option.  To remove a selection of staff, tick the box in the far left column for each staff member you need to remove.  Then click the 'Remove selected' option at the top of the list.
 

The Volunteers Tab

This tab is where parent volunteers for the event are managed.

     

Please refer to the 'Event Parent Volunteers' article from our Knowledge Base for details.

  

Cost Incurred Tab

This tab is where the budget for the event can be listed.

Costs for the event can be added by selecting 'Add New Cost Item'. After entering each cost item row click 'Save'. 

A Total Cost is calculated in the bottom right corner. 
     


To edit a Cost Item click the pencil icon on the relevant row, make your edits and click 'Save'.

Click 'Remove all' if you need to remove all cost items for the event.

To remove a selection of cost items for the event, tick the box in the far left column for the item/items and then click 'Remove selected' at the top of the list.

Please note that the Costs Incurred tab is used for record-keeping purposes only, and Cost Items entered under this tab do not relate to the set cost of the event per attendee.


Payment Plan Tab

For schools with the Payment Instalment module, Events with an attendee cost will have the Payment Plan tab.  This allows for a series of payment instalments to be set up as a payment option for the event.

     

For information on how to set-up a payment plan, please refer to the 'Event Payment Plans' article from our Knowledge Base.

 

Resources Tab

This tab will contain any additional resources the Event Organiser has provided.  These resources are by default accessible to parents and students.
     


To add resources, click 'Add Content' and choose the content type from the list of options.
     



To edit an existing resources, click the resource from within the folder system on the right, then click 'Edit'.
     


To edit the access permission for an event resource item or folder, click the item in the left-hand list, then click 'Edit Permissions'.
     


The standard permission matrix will pop-up, make your edits and click 'Save'.
     


To remove a Resource from the event, right click the item and select 'Remove Selected'.
     




Risks Tab

This tab will show the risks that need to be managed for this event.  
     


Please see the related Risk Management article from our Knowledge Base for details on managing risks for events.


Questions Tab

This tab will allow you to ask additional information as part of the consent process.
     


For details please refer to the 'Additional Questions in Events' article from our Knowledge Base.


CSEF (Victorian Schools Only)

When the option to pay for an event via CSEF has been enabled and an eligible parent selects this payment method when processing consent and payment for the event, the attendee status will update to 'Flagged for CSEF'.

Staff will then need to verify that the attendee is eligible to pay for the event via that method and then go to the attendee tab within the event, select the attendee and under the 'Selected Attendees' button choose 'Mark as Paid via CSEF'. This will update the attendee's status.

If the attendee is not eligible to pay via CSEF, staff will need to select the attendee, click the 'Selected Attendees' button and choose to 'Clear CSEF'.  This will update the attendee's status to 'Awaiting Payment'.  They will then need to advise the parent that they will need to process payment for the event via the online portal.

 

Event Roll Marking

Event sessions can have a roll.

The roll for a session will be the responsibility of the Event Organiser (it will show on their dashboard as an unmarked roll if not marked) however any attending staff member can mark the roll.  They can click the event on their schedule and access the Mark the Roll button.
     


Event Roll Types:

IntelligentThis will mean that for the session, students will be automatically marked as Present unless information in Compass indicates otherwise (a note/approval by a parent is entered etc).  Sessions set with an Intelligent Roll do not require staff to mark them, they are automated.  Attendance data is recorded for the students.
NormalThis is the standard roll.  Staff will be required to mark the roll for the event and attendance data will be recorded for the students.
No Roll / No AttendanceSessions set to this will not have a roll and no attendance data will be recorded for the students.
Roll OnlyThis type will mean you can record who attended the event session but it has no affect on attendance data recorded for students with regard to what information is provided to the DET.
 
Please note that for Normal and Intelligent rolls, the attendance code recorded for students marked Present in the event session/sessions will be the code set by the Event Organiser when the event was created.  Once an event is fully approved, only staff with the EventsAdmin permission can edit the attendance code applied for the event.

To set the Roll marking mode for a session click into the event and on the Dashboard tab in the lower section you will see any sessions for the event listed.

Click the edit pencil icon for the session you want to set the roll marking mode for.  Tick any sessions you want to edit the roll marking mode for, then click 'Selected Sessions'.  Choose 'Set Roll Marking Mode' and then click the mode you require for the seelected session/sessions.
     



Changing the Attendee Cost

While an event is in Draft status, you can change the Attendee default cost and/or edit the event costs for specific attendees if needed.  Once an event is fully approved and Published, only staff with the EventsAdmin permission can edit the default Attendee cost for the event.

If you edit the Attendee default cost field in the event details section and you already have attendees added on the Attendee tab of the event, any cost changes will not take affect for the existing attendees unless you complete the additional step for this process..

If you have set the default cost per student to the wrong amount and you need to change the cost for all attendees, first go to the Dashboard tab on the event and click on the 'Edit' button beside event details.
     


Change the cost to the desired amount and click 'Save & Close'.
     

     
Please note that this updated cost will be the amount charged to all future Attendees added to the event going forward. To update the cost for all current Attendees, you will also need to click on the Attendees tab, click on the 'Actions' button and select 'Set cost to default for all attendees'. 
     


Alternatively if you wish to change the cost of the event for a select number of attendees, go to the Attendees tab and use the tick boxes on the left to select the relevant students. Then click on the 'Selected Attendees' button and click 'Change Cost'. 
     


This will display a Change Selected Attendee Cost pop-up. Set the amount you need the cost to be for the selected students and click 'Ok' to change the cost for these students.
     


Note: If you decide to change the event cost after the event has been published to parents, you will need to notify any parents who have already consented and paid that the cost of the event has changed and organise to manually obtain any difference still owing from them.  They will not be able to re-pay for the event via the online parent portal.

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