🧑‍🏫 For teachers & Trip Day

From creating a trip to getting everyone home. Sign in at fieldtrippro.app/login with your school email and password.

Your class

The 🎒 My Class tab on your dashboard holds your students and their guardians. Your school admin may have uploaded it already; otherwise upload your class list or add students one at a time. The upload is forgiving: column names don't have to be exact ("Student Number", "Grade Lvl"), extra columns are ignored, and a bad email is left out while the student is still added. The results list anything that was ignored, fixed or skipped. Guardian email addresses and phone numbers are how parents prove who they are, so keep them up to date.

Create a trip

On the 🚌 Field Trips tab, start a New field trip. Enter the name, destination, date, times, cost and consent deadline.
Your class is added automatically. Tick any 📚 Saved forms to add them with this trip's details filled in.
Press Create trip. You can change everything later in ✏️ Trip Details.

Consent forms

On the trip's 📄 Consent Forms tab, upload a PDF or a photo (JPG or PNG) of your form, or ✍️ Create a form with typed questions.
A fillable PDF (one with type-in boxes) is filled in by parents on their phone. For any form you can ➕ Add medical questions or your own questions.
💾 Save for future trips puts a form in your school's 📚 Saved forms, so you never upload it again. For forms that repeat every year, typed forms work better than PDFs with a date printed in them.
Parents' answers are on the 📋 Responses tab, ready to print or export.

👀 Needs your attention

Your dashboard starts with a short list of what to do next on your upcoming trips: forms due soon with students not fully signed, chaperone volunteers waiting, venue replies and new venue messages, fees still owed within two weeks of a trip, and trips missing a date, students or a consent form. Tap a line to go straight there. Admins see the whole school.

Doing things for many students at once

On a trip's ✅ Students list, tick the students you want (the box at the top ticks everyone currently shown, so search first to narrow it down). A bar appears: Approve, Un-approve, Remind to sign or Remind to pay (emails the parents of those who haven't), Record payment (each student's full balance, paid by cash, check or waived), and Remove from trip. Before anything happens you'll see the list of students it applies to and must confirm.

📋 The trip's Summary tab

A trip opens on 📋 Summary: where and when, the parent code, the forms deadline, Add to calendar, the four counts (students, forms, fully signed, approved; tap one to jump to it) and an "at a glance" list for the venue, chaperones and fees. The other tabs keep just the trip name and date at the top, so lists start right away. After you press a button (approve, save, remove…), the page stays where you were.

Get it to parents

Open 👪 Parent Access on the trip: print the flyer with the QR code, or use 📋 Copy message to send the link and trip code by email or text. 👪 Family codes are a backup sign-in for parents whose email isn't working.

Students & approval

The ✅ Students & Approval tab shows who has signed, live. Approve students one by one, or use ✓ Approve everyone fully signed.
💵 Fees: set the fee per student, record cash, check or waived payments, and download the list. If your school has connected Stripe, parents can also pay online by card from their trip page, and those payments show up here by themselves ("Card (paid online in FieldTripPro)", with the parent's name). Only a school admin can refund a card payment.
🧑‍🤝‍🧑 Chaperones: add a parent as a chaperone and assign their students. Parents can also offer to help: see 🙋 Requests.
🖨 Print the list, the signed forms, or the Emergency & medical sheet to take on the trip.

Student names: "Last, First" or "First Last"

Above the student lists, press Last, First or First Last. The lists sort the same way (by last name or by first name), and your choice is remembered on your account: it applies to every list, Trip Day, printouts like the emergency sheet, the combined signed-forms PDF and spreadsheet downloads (which keep separate first and last name columns). Each person chooses their own. In Group by you can group students by the first letter of their first name or of their last name.

⇅ Sort, group and expand

Every list has one ⇅ Sort & group button (a number on it shows how many options are on). Open it to:

Group by one or more things, for example grade, then teacher. Tick them in the order you want: 1, 2, 3 show the nesting.
Sort by one or more columns, for example last name, then grade. Each ticked column has its own arrow to flip A→Z or Z→A. On a computer you can also click a column heading (Shift+click adds it as another sort).
Clear under each section puts the list back to normal. When a list is grouped, Collapse all / Expand all opens or closes every group at once.

The search box still works with grouping, and each list remembers your choices on that device. Trip Day has the same button.

Help pages, the FAQ, and other places with sections that open and close have an Expand all / Collapse all button above them.

📅 Calendar

Press 📅 Calendar at the top to see your trips and form deadlines by month. Press + on a day to plan a trip on that date.
When you pick a trip date, FieldTripPro tells you if your school already has another trip that day, so you can check buses and staff first. Busy days show ⚠️ on the calendar.
On your phone's calendar: at the bottom of the Calendar page, press Apple / Outlook or Google Calendar to subscribe. Your trips and deadlines then appear there and stay up to date. Each trip page also has Add to calendar for just that trip.

🚌 Buses

On the trip's 🚌 Buses tab, press Book buses to send a bus request to a bus company on FieldTripPro: click the company box to see the companies closest to your school (★ ones you've used before at the top), or type a name or city. The request is filled in for you: date and times, the school's address, the venue's address, students, adults and about how many buses the group needs. Or press Add a bus for the school's own buses (company, bus number, seats available, driver, times); the company and seats start from your last bus. When a bus company fills in your buses, they're chosen from its fleet, with the seats available and the driver's phone.
♿ Students who use a wheelchair: tick Needs a wheelchair-accessible bus (lift) on the student (press Edit on their row in 🎒 My Class or 🎒 Students, or put yes in the wheelchair column of a roster upload). On a trip's 🚌 Buses tab they're listed at the top; bus requests ask for a lift for them automatically; buses with a lift show ♿ lift (tick "Wheelchair lift" on your own buses); ♿ Need a lift ticks them and picks a lift bus to put them on; and you're warned if one is on a bus without a lift. Bus companies see only how many riders use a wheelchair, never who.
When the company approves, its buses and drivers appear on the tab by themselves. Chat with the company and read its FAQ right there.
Under Put students on a bus, tick students (or press a grade, a class, "Not on a bus" or "Approved"), choose the bus and press Move ticked students. A bus with more riders than seats shows ⚠️.
🖨 Bus lists prints one page per bus with names and check boxes. On Trip Day, group the list by Bus so each bus leader checks their own riders. Parents see which bus their child rides.

Adding many students

When you add students to a trip, use Quick add: + Grade 3 or + Ms. Lopez's class ticks everyone in that grade or class at once; the button shows how many you're adding.

The venue (zoo, museum, farm…)

When the trip's destination is a venue on FieldTripPro, the venue is set for you when you create the trip (you can change it). Otherwise the trip's 🏛️ Venue tab opens with your destination already searched; choose the place you're visiting. If it's on FieldTripPro you can send a visit request, filled in from the trip (date, arrival time from when you leave and the drive, leaving time, students, adults and grades), see when they approve, decline or suggest another time, and add the venue's waiver to your consent forms with one click. Open 📆 Open dates to see the venue's calendar with the days it's open, closed or full and the spots left each day (when the venue limits group size); tap a day to pick it. When you pick a date, the tab tells you if the venue is closed or full, how many spots are left, or how many other school groups it already has that day (never the other schools' names). If the venue says no, it can offer open dates you request with one tap. Venues can host several schools at once. Signed waivers are not shared with the venue unless you turn sharing on for that trip. More about venues.

🌐 Forms on the venue's website

Some places need parents to sign a form on their own website. Those forms show on the trip's 🏛️ Venue tab with how many students have signed, and parents see them with the school's forms, each with Open the form and I've signed it.
They count toward Signed every form and Approve everyone fully signed. On the ✅ Students tab each has a 🌐 column: tap ⏳ to mark a student signed (for example from a list the venue sent) or ✓ to undo. Hover to see who confirmed it.
Place not on FieldTripPro? When you search in the Venue tab, places we know about that haven't signed up yet appear under Not on FieldTripPro yet, nearest first. Press Add & choose (if there's no city shown, type it first). It's saved and becomes this trip's venue. If it isn't listed at all, open Not listed? Add the place yourself, then add the links to its forms. The place and its links are saved for everyone, so the next school visiting there gets them too. Only your school (or the place itself, if it joins) can change them.

💬 Chatting with the venue

On the trip's 🏛️ Venue tab, use 💬 Chat with … to ask the venue anything. 🟢 means they're online and will see it right away. If they're offline, your message shows ⏳ Waiting until they come online, and they get an email. ✓ means delivered and ✓✓ means read.
The venue can also message you. A 💬 number on the Venue tab means new messages.
Choose how we tell you about new messages (push notification, email, both or none) in 👤 My Account.
The same tab shows the venue's 🗺️ info files (maps, guides) and its ❓ questions teachers ask. Parents see the venue's own family FAQ and files on their trip page.

On your phone

On a phone, the trip page has a bar at the bottom: Summary, Students, Forms, Venue, and ☰ More for Parent Access, Responses, Chaperones, Fees, Trip Details and Trip Day. Your dashboard's bar has Trips, Students and Account. ☰ Menu at the top has Calendar, Help and Sign out.

Trip Day

On the day, today's trip is the first thing you see. Tap students as they pass each check-in: On the bus at school, Arrived at the field trip, On the bus to return, Back at school. Missing shows who hasn't been checked yet. Tapped the wrong one? Undo this check.
Mark a student 🚫 Absent today or 👋 Left with parent so they stop showing as missing.
📣 Update parents with a quick message (🍎 Lunch time, ⏰ Running late, 🌧️ Weather update) or your own words.
📷 Photos: post photos, 🏷 Tag students and choose 👥 Who sees each one. Chaperone photos wait for you: ✅ Review & send. Photos are removed at the end of the school year.
Parents see check-ins, updates and an estimated arrival time on their trip page.