====== Leading group trips ====== //[[de:gruppenreisen|🇩🇪 Deutsche Version]]// · [[en:start|← Overview]] **Group trips** are designed for organised travel with typically 20–50 people: **school trips, club trips, company trips, tour operator trips**. They add roles, simple ways to join, a message board, participant details and emergency tools to the normal itinerary. //Are you a participant or parent? Then read [[en:joining_a_group_trip|Joining a group trip]].// ===== Who can create a group trip? ===== Group trips are created by accounts with the role **Organiser** (e.g. teacher, club board) or **Provider** (tour operator). The Explority team assigns this role; contact us via [[https://explority-app.de|explority-app.de]]. A group trip can also result from an accepted request for a [[en:offers|package deal]]. ===== Roles in a group trip ===== ^ Role ^ For ^ Can ^ | **Provider** | tour operator selling or accompanying the trip | everything; cannot be removed by organisers; doesn't provide own participant details | | **Organiser** | trip leader, e.g. teacher | manage everything: itinerary, costs, documents, participants, messages | | **Participant** | fellow travellers, e.g. students | read the itinerary, own private activities and checklist, own expenses, own details | | **Passive** | parents, relatives | read only; when linked to a child, maintain the child's details | Tap your **role badge** in the trip to see what your role can do. ==== Who can do what? ==== ^ Action ^ Provider / Organiser ^ Participant ^ Passive ^ | Edit trip and shared itinerary | ✅ | – | – | | View itinerary | ✅ | ✅ | ✅ | | Private activities and private checklist | ✅ | ✅ | – | | Record group costs / see all costs | ✅ | – (own share only) | – | | Record own expenses | ✅ | ✅ | – | | Upload documents, hide content | ✅ | – | – | | Send messages | ✅ | – | – | | Read and confirm messages | ✅ | ✅ | ✅ | | See everyone's participant details | ✅ | own only | linked child only | | Manage participants, create codes | ✅ | – | – | | Premium features in this trip | ✅ | ✅ | – | | Final survey | ✅ | ✅ | – | ===== Creating one ===== - **“New trip”** as usual; in the last step switch on **Group trip**. - **“Who's travelling?”** – class, club, company or family. This sets suitable defaults (e.g. minors). - **Privacy:** are **minors** travelling? Which **data level** (see below), and how long should participant data be kept after the trip (default: 30 days)? - As a tour operator: **“I'm travelling too”** if you personally accompany the trip. Then the **“Set up the trip”** card guides you step by step: programme → invite → trip details → costs → documents → first message. ==== Planning is free ==== You can **plan group trips for free**. A **licence** is only checked when you open the trip to participants (creating join codes). Depending on the situation it comes from your institution (annual licence, free trip, quota), from the tour operator or from a booked package deal. If there's no licence, send a **licence request** in the app; the Explority team approves it. For schools a **data processing agreement** is also on file. Billing happens outside the app by invoice. Group trips are **ad-free**, **don't** count towards the free trip limit and unlock Premium features for leaders and participants. ===== Inviting participants: join codes ===== In **Share trip** → **“Create join codes”** you create two **join codes** (8 characters, e.g. ''ABCD-1234''): ^ Code ^ Who joins with it ^ Role ^ | **For participants** | students, fellow travellers | Participant | | **For parents** | parents, relatives (itinerary only) | Passive | | **Provider code** (tour operators only) | the operator's colleagues | Provider | Each code can be handed out as: * **QR code** (to scan at a parents' evening), * **text** to copy, * **link** to share via messenger or email – opens the app and the join screen directly, * **Poster**: a ready-made image to print or send. **“Close joining”** blocks the codes; **“Create new”** invalidates old codes, links and posters. Anyone who already joined stays in the trip. People joining see a **preview** first (trip, dates, role). **No account is needed.** ==== Capacity and waitlist ==== If you set a **maximum number of participants**, further people go on the **waitlist** and move up automatically when someone leaves. **Parents (passive) don't take a seat**, nor does the tour operator. ===== Messages (notice board) ===== **Messages** are a notice board, not a chat: leaders write, everyone reads. * Audience: **everyone**, **participants only** or **parents only**. * **Pin** – the message appears as a banner at the top of the trip. * **Request read confirmation** – recipients confirm with one tap; you see how many have confirmed. * Recipients get a push notification. ===== Participant details ===== Participants (or parents for their child) fill in a form in the trip: * **contact** and **emergency contact**, * **allergies & intolerances**, **dietary preferences** (checklist, e.g. vegetarian, lactose-free), * **special needs**, **room preference**, * **consents** (photos, medication, going out in small groups, swimming) – each yes / no / open. With **“Customise form”** you hide items or add **extra questions** (e.g. cycling, water sports, climbing, going out in groups in the evening until … o'clock, public transport alone, sun protection, ticks, first aid, publishing photos). ==== Data levels ==== ^ Level ^ What is asked ^ | **All details** (default) | the full form | | **Emergency only** | diet/allergies and emergency contact | | **None** | no form | ==== Privacy & deletion ==== * Participant details are visible **only to the person, linked parents and the trip leaders**. * Everyone can **delete** their own details at any time. * After the trip all participant data is **deleted automatically** (default 30 days, adjustable); leaders are reminded 7 days before. You can delete earlier or lower the data level. * In the **browser** participant details are not loaded for security reasons. * In the restaurant editor, leaders see an **anonymous summary** from 4 participants (“6× vegetarian”) – without names. ===== Managing participants ===== Under **Share trip → Participants** (leaders only): * Occupancy, capacity, waitlist and the **status of details** with a traffic light per person and a **deadline**. * **Change role**, **remove** (tour operator and owner are protected), view details, add a note. * **Link parents to a child** – the parent account then sees and maintains the child's details. * **Remind** – a message to everyone whose details are missing (additionally automatic 7 days before departure). * **Participant list as PDF** (without health data) and **emergency list as PDF**. * Withdraw **open invitations**. ===== Emergency view ===== The **Emergency view** is made for the road and works **completely offline**: * all participants with **emergency contact to call directly**, allergies and notes, * **take attendance** (“28 of 30 present”) – e.g. before departure or after an excursion; the status stays on your device. ===== During the trip ===== * **Itinerary changes** in the next 48 hours (new time, different place, cancellation) are pushed to participants in a combined notification. * The **Today card** on the home screen shows everyone the day's programme. * Participants see what's left to do under **“Your to-dos”** (details, confirm messages, open payments). ===== After the trip ===== * An **anonymous final survey** appears for leaders and participants (up to 60 days after the trip). Leaders see the **results**: overall impression, organisation, accommodation, programme, value for money, ratings of programme items and comments. * Participant data is deleted when the retention period ends. ===== Tips for teachers ===== * Show the codes as a QR code at the **parents' evening** or print the **poster**. * Set a **deadline** for details and **remind** in good time. * Open the emergency view once before departure – afterwards it needs no connection. * Send important information (meeting point, packing list) as a **pinned message with read confirmation**.