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Create the Trip in Schools Cash Office

Follow the step-by-step instructions below and refer to the diagrams on the right

Add Trip

a. Create the Trip

• Select

  the 

  the Trips and events

   tab

   tab

• Select Add trip

Trip Details

b. Enter a Trip Name

• For example Chess Club Summer Term 2024
  We recommend including the month and year to help identify trips which are repeated each year
  Trips are listed in alphabetical order on the Trips and events tab
  

c. Enter the Cost the Cost per pupil

• Leave the trip cost as 0.00

d. Enter the Suggested the Suggested instalment amount

• Leave the Suggested instalment amount as 0.00

e. Select the VAT Code

• Leave this option as No VAT code

f. Set the number of Places of Places available

• Enter the number of places available for this trip

• As pupils are added to the trip (in school or via SCOPAY), the number of places will reduce

• Once the places are all taken, the trip will no longer show for other pupils

g. Gift Aid

• Do not select Gift Aid for this trip

h. Allow overpayments?

• Do not tick Allow overpayments

Trip Dates

i. In-school meal

• Only tick this option if using the

  Tucasi 

  Tucasi Dinners

   module

   module and the child will miss their school meal on the day of the trip (optional)
  This will place a T in Dinners against the children on this trip for the day of the trip. 
  Meal codes for UFSM and FSM pupils can later be overtyped to accommodate a school packed lunch, if required

j. Trip Start Date

• Select the start date of the trip

k. Trip End Date

• Select the end date of the trip 
  

  Note that if parents are using the SCOPAY mobile app, trips will only display if one or more of the following is true:

  • The trip is currently occurring (check the Start/End dates)

  • The trip is in the future (check the Start date)

Bank account to be used

l. Bank account to be used

• Select the Bank account the funds should be credited to
  A bank account should be selected, even though no funds will be collected
  

Product group on 'Income' window

m. Product Group on Income window

• Select Trips and Events
  If you wish you can set up sub groups to manage large volumes of trips such as Science Trips, Art Trips – see Add Product Groups and Sub Groups

Account codes

n. Account codes

• Select relevant Account codes(optional)
  Account codes are optional and can be used for extra reporting levels - see Account Codes
  Schools using the Hampshire, Southampton or Portsmouth LA Payment Gateways need to select the relevant Account Codes 

Payment options

o. Trip available online

• Tick Trip available online(optional)

  
  Once

  
  Do not select this option yet if you wish to first set up Forms to collect consent or other information.
  If you select this option, once you save the trip, it will be available on SCOPAY and on the mobile app with immediate effect.  Parents who have set

  up

  up Parental Alerts

  will

   will receive a notification.

• Tick pupils/staff on the right hand side Online Eligibility list to select who is eligible to book the trip online
  Once the parent/staff secures their place on SCOPAY, they will automatically get a tick on the left hand side list which will mark them as a confirmed trip attendee.
  

p. PayPoint enabled

• Tick PayPoint enabled (optional)
  Use this option if you wish to print a barcode to enable parents to make a payment for this trip via PayPoint. 
  For details on setting up PayPoint, see PayPoint - Quick Setup Guide. 

Minimum online top-up

q. Minimum online top-up

• Do not enter a Minimum online top-up amount

  (optional)
  

Save the trip

Select either

r. Select the Pupils

• Select the pupils and/or staff who are eligible to attend from the Class list, Pupil list, Year gps, Cohorts or Staff list tabs
• You can click on the + sign to open a class and select or deselect individual pupils, if required
• The number of pupil accounts selected will be displayed at the bottom of the selection

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Parent's View on SCOPAY

The trip/club will show in the OPTIONAL section on SCOPAY with a SECURE PLACE button

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The parent selects SECURE PLACE and YES

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The parent will see a message Account was added to confirm their child has been added to the trip/club.  The parent selects OK.

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The trip/club is then moved from the OPTIONAL section and the SECURE PLACE button disappears.

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Trips display differently on scopay.com than Save and configure form

• Select this option to proceed to set up Forms for consent or to collect other information, if required.

or

s. Save and exit

• Select this option to save the trip without setting up Forms for consent or to collect other information.

Add a Form to the Trip or event to allow parents to give Consent on SCOPAY, or to collect other information

v. Refer to the section on Forms for further details.

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Now refer to the section on Forms to set up Consent and collect any other information and to make your trip available online.

Parental Alerts

If parents have Alerts set up on their SCOPAY account (they can view this under YOUR INFO, ALERT CONFIGURATION), they will receive an alert once the trip is saved and the day before any trip payments are due.  You can see which parents have set up alerts here.

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Note that Trips display differently on scopay.com than on the SCOPAY mobile app:

http://scopay.com/

If parents are using using scopay.com on  on a laptop, PC or mobile device, all trips will display until they are are taken offline, with the exception of limited place trips – once all places have been taken, the trip will only be visible to pupils who have a place on the trip.

SCOPAY mobile app

If parents are using the SCOPAY mobile app, trips will only display if one or more of the following is true:

• The trip is currently occurring (check the From/To dates)

• The trip is in the future (check the To date)

• The trip has an amount outstanding for that

  pupil

• pupil

If parents have Alerts set up on their SCOPAY account (they can view this under YOUR INFO, ALERT CONFIGURATION), they will receive an alert once the trip is saved and the day before any trip payments are due.  You can see which parents have set up alerts here.

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