Cancelling an event keeps the record but marks it as withdrawn. That’s almost always preferable to deleting — it gives staff, parents and students visibility that something was meant to happen and isn’t going ahead. When to cancel vs. delete …
Events change. Times shift, locations swap, audiences expand. PortalHQ lets you edit any field on an event, but some changes are significant enough to need fresh approval. Who can edit Event owner and co-owner — always. Approvers — anyone in …
Events often involve more than one venue and more than the organiser alone. The Locations and Additional staff sections let you record both, and additional staff can endorse their involvement so the event becomes fully endorsed. Primary vs. additional locations …
Beyond the basic event details, most events need some kind of operational support — meals, microphones, table layout, transport. PortalHQ tracks these as structured requirements per location, so the canteen, ICT team and maintenance team get a clear picture of …
When an event is submitted, it appears in the approval dashboard of everyone in the first approval group. As an approver, you decide whether the event moves on, returns to the organiser, or needs more work. Finding requests waiting on …
A new event starts as a Draft. It’s visible only to you and doesn’t notify anyone. Submitting it moves it to Pending and starts the approval workflow. Before you submit Make sure the following are filled in: A clear title …
A recurring event is a single event record with a rule that generates many occurrences — for example, every Wednesday at 3 pm for Term 2. Individual occurrences can be moved or cancelled without affecting the rest. Turning a new …
A one-off event is a single occurrence on a specific date and time. This is the most common workflow when a staff member wants to put something on the school calendar. Starting the form From a calendar, choose New event. …
Is a tool that helps parents calculate school fees depending on their child/s year of entry or campus choice. This feature can calculate the total fee for a family with several children at once and can be set up to …
Bus management is used by schools that need to manage the movement of children onto relevant buses. This module displays bus arrival times and calls the kids to the bus stop once the bus arrives. A staff member can easily …
The Jobs module is for advertising open positions at your school — teaching, support, casual relief, executive — to the right audience. PortalHQ supports two modes: internal postings visible only to staff, and public postings visible on the school’s website …
To create an alert for an activity group, navigate to the Alerts menu item Define which session, activity group or team to send the alert to Define a subject and message of the alert Choose a notify method Click Preview …
Navigate to an Activity Group detail page Click on “SMS Settings”. Fill in a message for the SMS and a delay in minutes for the SMS sent out to parents after an unexplained absence has been marked in the roll.
Navigate to the Signups menu item. Here Co-Curricular Admin can view all signups of an activity group and allocate the student to a group or to a team from one place. Staff can also edit the signup to change the …
Navigate to Activity Content in the menu. Here Co-Curricular Admin can view and set up content (images, descriptions, pricing) and manage viewing access for activity groups shown to Parents in the activity signup experience.
Navigate to the Roll Report page Here staff can view completed and incomplete rolls. Staff can view attendance and follow up with any unexplained absences.
Staff or coaches who have been assigned to an activity group can mark the roll for a particular session on the day. On the day of the session staff will navigate to the Roll Marking link inside their PortalHQ Mobile …
Navigate to the Parental Permissions page. Here staff can view and add Parental Permission Flags which appear in the roll for staff/coaches to see. These can be permissions for the student to leave a venue early, or any you create. …
Explained absences can be created from the “Explained Absences” menu item. Click the “Record Absence” button to record a new absence for a student. Absences will appear on the roll on the day they are marked. These absences appear in …
Note: There is a Term filter to see different term activity groups. Published fixtures then appear in the Mobile App and website for parents to see. Navigate to Sports Fixtures Select a session date and activity group to create fixtures …