Leading group trips

🇩🇪 Deutsche Version · ← 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 Joining 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 explority-app.de. A group trip can also result from an accepted request for a package deal.

Tap your role badge in the trip to see what your role can do.

1. “New trip” as usual; in the last step switch on Group trip.
2. “Who's travelling?” – class, club, company or family. This sets suitable defaults (e.g. minors).
3. Privacy: are minors travelling? Which data level (see below), and how long should participant data be kept after the trip (default: 30 days)?
4. 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.

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.

In Share trip → “Create join codes” you create two join codes (8 characters, e.g. ABCD-1234):

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.

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 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.

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).

• 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.

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.

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.

• 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).

• 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.

• 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.