A school trip approval workflow identifies who reviews an educational visit, what information they need and how decisions are recorded. It should distinguish approval, rejection and requested changes, and explain when a changed plan needs another review. The school sets the approval requirements for its visits.
Who should own each approval stage?
Each stage should have a named role and a clear decision to make. An Educational Visits Coordinator, senior leader and visit organiser may all use the same trip record, but they do not necessarily have the same responsibility.
Map the school's existing process before configuring software. Include routine visits, residentials and overseas trips, then identify which differences actually change the review route. Agree what happens when the usual reviewer is unavailable rather than relying on an informal forwarded email.
What should an approver see in the trip record?
An approver needs the current proposal and its supporting information, not just a notification that a trip exists. Keep dates, destination, pupil group, staff roles, costs and the documents required by the school together.
- A recognisable visit title and responsible leader
- The dates, destination and type of visit being reviewed
- Pupil and staff selections relevant to the plan
- Current supporting documents and unresolved questions
- Previous decisions and the reasons for requested changes
Approval software can organise this evidence and record a decision. It cannot decide whether a school's educational, safeguarding or risk-management requirements have been met.
How are requests for changes different from rejection?
A request for changes returns the proposal for specific work before it can progress. Rejection records a different decision. Clear wording helps the organiser understand whether to revise the plan, supply evidence or discuss another approach.
| Decision | What the record should make clear |
|---|---|
| Approve | Who approved, which stage and the plan reviewed |
| Request changes | The changes needed and who will respond |
| Reject | The decision and recorded reason |
| Supersede an approval | Why an earlier approval no longer covers the current plan |
What happens if an approved trip changes?
A material change can alter what was originally approved. The school should define which changes require review and make sure the earlier decision is not mistaken for approval of the revised visit.
Trip Manager creates an EVC approval stage and adds senior-leader review where the school's workflow requires it. Material edits to an approved trip, such as dates, destination or cost, supersede earlier approvals and reopen the approval chain. The history remains part of the trip record.
How should you test an approval workflow before rollout?
Test a change as well as a straightforward approval. Use a routine visit and a residential, inspect the reviewer queues, request a revision and verify that the organiser can identify the next action.
Then change a material field on an approved test visit and follow the renewed review. Keep parent invitation and consent checks separate: a completed internal approval chain does not mean families have responded. In a Trip Manager demo, these steps provide a more useful assessment than an approval badge on its own.