Overview

This guide walks you through the process of setting up and managing an Excursion in RollCall, including:

• Creating the Excursion Event Group
• Setting up Routes
• Assigning students via CSV upload
• Verifying the excursion setup

A. Set Up the Excursion Event Group

Before creating any excursions, you must first configure an Event Group.

Steps

1. Navigate to:
   Settings → Event Groups
2. Click Add (top right)
3. Enter:
   • Name: Excursions
4. Click Save
5. Enable:
   • All Day

Important Notes

• This ensures excursions are treated as full-day events
• This group will be used when assigning students later

B. Set Up Excursion Routes

Each excursion requires its own Route, representing the activity.

Steps

1. Navigate to:
   Settings → Routes
2. Click Add (top right)
3. Configure the following:

4. Click Save

Best Practice

• Use clear, descriptive names so staff can easily identify the excursion

C. Select Bus Dates for the Excursion

You must assign the date(s) the excursion will occur.

Steps

1. Navigate to:
   Settings → Routes → Bus Dates
2. Select your newly created route
3. Add:
   • Single date (for one-day excursions)
   • Date range (for camps or multi-day events)

D. Assign Students to the Excursion

Students are assigned via the Transport Screen using a CSV upload.

Steps

1. Navigate to:
   Transport Screen
2. Select:
   • Date of the excursion
3. From the Event Groups dropdown:
   • Select Excursions
4. Select the Route you created

Import Students via CSV

1. On the right-hand side, locate Route Options (under Emergency section)
2. Click:
   • Import → Excursions
3. Click:
   • Download Sample Template

Use this template to prepare your CSV (see Section E)

Upload CSV

4. Select:
   • Date range (if multi-day excursion)
5. Upload file via:
   • Drag & Drop or
   • File selection
6. Click:
   • Select All
   • Ensure the yellow highlighted box appears
   • Click the blue underlined text to select all students
7. Click:
   • Apply

Verification

• Review the Transport Screen
• Confirm:
  • All students are correctly loaded
  • Correct route and date are applied

E. Creating the Excursion CSV

The CSV file is used to bulk assign students.

Key Requirement

• You only need the:
  • Student ID / Student Number

This is typically sourced from your LMS (Student Management System)

Steps

1. Download the Sample Template from RollCall
2. Populate:
   • Student Numbers (one per row)
3. Save as:
   • .CSV format

Tips

• Ensure:
  • No duplicate entries
  • Student IDs match RollCall records exactly
• Keep formatting consistent with the template

Final Checklist

Before finishing, confirm:

• Event Group “Excursions” is created
• Route is set up and linked to the correct group
• Bus dates are assigned
• CSV file is correctly formatted
• Students are successfully imported
• Transport screen reflects correct data

Common Mistakes to Avoid

• Not selecting “All Day” on Event Group
• Incorrect Route Group (must be Excursions)
• Forgetting to assign Bus Dates
• CSV formatting issues
• Not clicking Select All before Apply