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Trip Management

Trips are the core organisational unit in TravelSoc Check-In. Every participant ticket, QR code, and attendance record belongs to a specific trip.

Creating a New Trip

  1. From the Trips page click Add New Trip.
  2. Complete the form: • Name – make it recognisable to participants (e.g. "Snowdonia Hike"). • Date – choose the day of travel. • WhatsApp Group ID (optional) – if you have created a WhatsApp group in advance, copy the numeric ID so the system can auto-invite registered users.
  3. Click Add Trip.

The new trip appears in the list, sorted by date (latest first).

Editing or Deleting a Trip

Editing of the trip name and date will be available in a future release. For now, delete the trip and recreate it if you made a mistake.

  1. Open the trip page.
  2. Scroll to the action buttons and press Delete Trip.
  3. Confirm – this action is permanent and will remove all tickets and attendance associated with the trip.

Viewing Trip Details

Click on any trip in the list to access the Trip Detail page, which shows:

Section What it does
Statistics Real-time counts of attendees and check-ins.
Action buttons Import/export, generate links, add/remove participants.
Participants table Full roster with morning / afternoon status.

Real-Time Indicators

  • Morning Not Afternoon highlights participants who scanned in the morning but missed the afternoon check-in – handy when doing a head count before leaving.
  • Rows in amber indicate missing phone or emergency details.
  • Rows in red indicate morning-only scans.
  1. On the trip page click Generate Scanning Link.
  2. Confirm – a new, single-use URL valid for 1 hour is created.
  3. Copy and share the link with volunteers. The link provides access to the QR scanner only, not to sensitive data.

Tip: Regenerate the link if it expired or leaked – previous links are invalidated automatically.

Exporting Participants for the Students' Union

The Export Participants for SU button produces a CSV with the exact format required by the SU reporting system.

  1. Click the button and wait for the download.
  2. Upload the file to the SU portal as usual.

Common Questions

Q: Can I change the date after creating the trip? A: Not at the moment – delete and recreate the trip.

Q: What happens to QR codes if I delete a trip? A: The codes become invalid together with the tickets and attendance records.