Trip Manager onboarding connects the school's workspace, staff access and supported MIS records, then checks that the visit workflow works for the people using it. Schools should agree responsibility for Microsoft sign-in, Wonde permissions, pupil and parent contact data, approval settings and staff training before inviting families.
Who needs to be involved in school onboarding?
Include someone who owns educational visits and someone who owns school data and access. An EVC can explain the review process, while an MIS or IT administrator can validate the records and sign-in arrangements that the process depends on.
Nominate the first trip leader and a school administrator who will handle parent questions. Agree the scope of the first rollout and how the school will resolve incorrect contacts or missing staff access. A working login alone is not evidence that the whole visit process is ready.
How does Trip Manager connect to a school's MIS?
Trip Manager uses Wonde as the connection route for supported pupil, staff, group and contact records. It does not use a separate native connector for each MIS, and available fields depend on the school's permissions and its MIS capabilities.
Review the integration status, last successful sync and available capabilities with the implementation team. A successful connection does not establish that every medical, dietary or contact field is available or current.
| Data | What to verify |
|---|---|
| Pupils and groups | The expected pupils can be found and selected for a visit |
| Staff | The right staff records are linked to school accounts |
| Parent contacts | Contact details and pupil relationships are correct |
| Medical and dietary information | The school has approved the relevant fields and knows their availability |
| Sync status | Staff can identify when data last refreshed and who handles a failure |
How do staff and parents get access?
Staff sign in using Microsoft Entra ID, and Trip Manager applies school memberships and roles to decide what they can access. A person who works across schools may have more than one membership; a Microsoft organisation is not automatically a single school.
Parents use invitation links or a one-time sign-in code. Their access follows verified contact-to-pupil relationships, so a correct email address and a correct family link both matter. Check these relationships before sending invitations, and use the school's agreed process for corrections.
What should the school test before inviting families?
Test an end-to-end visit using agreed test records: build the roster, assign staff, review the approval route and inspect the consent form. Check the parent experience and the staff workspace rather than stopping at an administrator's view.
- Confirm EVC and senior-leader review for the relevant visit types.
- Check a staff member sees the trips and pupil information their role permits.
- Review invitation, consent and reminder behaviour.
- Agree which parent messaging, update and photo features are enabled.
- Prepare the staff app and check the offline register workflow.
- Confirm support contacts, training and commercial arrangements.
How should the first visit be reviewed?
Review where staff or parents needed help, which records needed correction and whether the final trip history is easy to understand. Use that evidence to improve the next rollout rather than immediately expanding to every visit.
Bring your MIS, Microsoft access model and example approval process to a Trip Manager demonstration. Education Host can scope onboarding and pricing around the school's requirements; there is no published universal setup time or per-pupil platform price in these guides.
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