Industrial visits, trips and events
Invite a programme or a semester to an industrial visit, a tour or the college day with a consent form and a fee. Students answer on the portal or the Campus app, the fee lands on their dues, and attendance on the day fills itself in.
PLANSFrom Growth
The problem it solves
- Names for an industrial visit are collected on a sheet passed around the class, and half never pay.
- Visit money is collected by the staff coordinator in cash and never reaches the fee accounts.
- A student's medical note or the parents' undertaking stays in a file in the department.
- Students on the visit are marked absent in subject attendance and fall short for the exam.
How it works
- The department or office creates the event under Fees > Collect > Trips and Events. They set the kind, dates, classes invited, seats, staff in charge and fee.
- On the Consent Form tab they write the rules, attach the programme and set Reply By, which is also the fee's due date.
- Send Invitations puts the invitation on each student's Fees page and in the Campus app, and a message goes out.
- The student or parent reads the form and adds a medical or special note. They tick "I have read and agree to the above" and tap Going or Not going.
- Going charges the fee as an ordinary due, paid at the counter or online. Not going cancels an unpaid fee; a paid one becomes credit.
- The night after Reply By, the replies close and those who did not answer count as not going. The office can still record late answers.
- Print List gives the staff in charge the students going, their consent, fee state and notes. Attendance on the event days fills itself in.
Everything it does
The event
- Kinds: Field Trip, Industrial Visit, Excursion / Tour, Annual Day, Sports Event, Other Event
- From and To dates; one-day events use the same date twice
- Mandatory: everyone invited goes and is charged at once; optional events charge only those who accept
- Fee per Student (0: free) and the Fee Head, filled from the kind
- Classes Invited, Sections Invited (empty: every section) and Also Invited for single students
- Seats (0: no limit); a full event refuses more answers with "... is full"
- Staff in Charge, and Notes for the office
- Statuses: Draft, Invitations Sent, Replies Closed, Done, Cancelled
Consent form
- Consent Needed: on to start with; agreement is needed before saying Going
- Reply By: the last day for answers and the due date of the fee; without it the fee is due on the first day
- Documents attached, and the text of the rules, what to bring, timings and medical information
- After invitations go out you can still change the dates, seats, staff and the form; not the kind, fee, invitees or Mandatory
Answers
- Each line: student, section, No Answer, Going or Not Going, Consent Given, Medical / Special Note, Payment state
- Who answered and where: Office, Portal, App or No reply by the deadline
- Counts on the event: Invited, Going, Not Going, No Answer, Paid
- Going can be changed to Not going while replies are open; switching back is done by the office
- Parents with view-only access see the invitation but the student answers
Money
- The fee is a normal due named after the event, on the receipt, the statement and the reports
- A fee manager can waive it to let a student go free; a waived fee counts as paid on the event
- Cancel Event cancels unpaid fees and turns paid fees into credit
- A compulsory Other Event charges a whole class at once, for example a lab manual or a uniform
Attendance
- Students going are marked present on the event days, with the remark "On" and the event's name
- Invited students not going are either excused (not counted as absent) or attend normal classes, as the event says
- Applied again when an answer changes, replies close or the event is cancelled
The student list
- PDF on the letterhead with the event, dates and staff in charge
- Going: section, consent (Yes or Not yet), fee state and the medical note; then No answer and Not going
Who uses it
Department or event coordinatorCreates the visit, writes the consent form, sends invitations and records answers given on paper.
CashierCollects the visit fee at the counter with the other dues.
Fee ManagerWaives a fee for a student who goes free and cancels events.
Staff in chargeTakes the printed list with consent and medical notes on the visit.
Student or parentReads the form, writes a medical note, agrees, answers and pays.
Where you use it
- Web: Fees > Collect > Trips and Events, with the filters Upcoming and Waiting for Replies
- Student and parent portal: a card at the top of the Fees page with "Please answer by ..."
- The Campus app: Fees > Plan and trips, and a "Please answer" line on Home (built and in testing, not in the app stores yet)
- Not a ticketing tool: stage events with tickets and stalls are SmartMy Events
What you control
Settings
- Consent Needed: on
- Invited but Not Going: Normal classes or Excused, per event
- Seats: 0, no limit
- Fee Head: from the kind (Field Trip, Industrial Visit or Annual Day head), changeable
Notifications
- Trip / Event Invitation: when invitations go out, with the fee and reply date; push, WhatsApp, SMS, email, in-app
- These messages go to the father, mother and guardian to start with. Tick Student on the event in the notification settings so students who pay their own fees hear too
- Cancelling an event sends no message, so tell students with a circular
- Each person can switch off a channel, such as SMS, for themselves; the event itself cannot be switched off, and in-app notices always arrive
Questions
What if a student answers on paper?
The office opens the event's Students tab and presses Going or Not Going on the student's line. Consent is recorded and the fee follows, also after replies have closed.Are students on an industrial visit marked absent?
No. Students going are marked present with the event's name. Invited students who stay behind are excused or attend classes as usual, as you choose.What happens to the money if the visit is cancelled?
Unpaid fees are cancelled. Fees already paid become the student's credit with the college, used for the next dues or refunded by a fee manager.Can we limit an industrial visit to 60 students?
Yes. Set Seats to 60. Once 60 have said Going, further answers are refused with a message that the event is full.Can we charge a whole semester for a lab manual without consent?
Yes. Create a compulsory Other Event, untick Consent Needed, set the fee and Reply By, and send the invitations. Every student invited is charged at once.Related features
FEESFee counter and receipts with a QR checkYour cashier picks a student, ticks the dues and takes cash, cheque, UPI, card or a bank transfer. The receipt carries a QR code that a bank or scholarship office can scan to check it. A bounced cheque opens the dues again.FEESDues, statements and online fee paymentStudents and parents see every due, receipt and the statement on the portal and the Campus app, and pay through your college's payment gateway. Applicants pay the application fee by a pay link, and receipts are made at once.ATTENDANCE AND LEAVESubject-wise attendance registersFaculty mark each period's register on the web or on their phone, starting from all present. Students and parents see the overall percentage, each subject's figure and every absence. Exams can hold back students short of attendance, per subject or overall.APPS AND PORTALCampus app and web portal for students and parentsStudents sign in to the Campus app or the web portal and act for themselves: attendance, timetable, assignments, results, electives, leave, certificates, placements and fees. Parents get their own login and see the same pages, view only unless you decide otherwise.TIMETABLE, ASSIGNMENTS, NOTICESCirculars and noticesWrite a circular once, choose who it is for (students, parents, staff, chosen programmes, batches, sections or departments) and how they are told. It is approved before it goes out, and students read it with its attachments on the portal and in the Campus app.
See your own semester run in it.
Tell us how many students you have, which programmes you run, how you hold examinations and how electives are chosen today. We will show you SmartMy College set up that way.