Event Management lets school staff schedule activities for one class or for a whole campus. OCR for Schools uses the school academic structure: Campus, Board, and Class. It does not use Programmes.
Academic event types are class-wide and are created by a Coordinator. General event types are campus-wide and are created by Campus Admin. Set up the type before creating an event so it is available to the correct role and campus.
Before you begin
- Confirm the intended audience before submitting. A class-wide event and a campus-wide event use different event types and different role access.
- For paid events, check the campus Event Fee tax application before creating invoices.
Create and follow up on a school event
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Create an event type
An authorized settings administrator opens System Settings > Event Types and selects New Event Type. Enter its name, choose Academic or General, choose the matching scope, select the available campuses, and optionally set a default fee per student. Academic types must be Class-wide; General types must be Campus-wide. Leave the fee blank when the event creator should set it each time.
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Open Event Management
A Coordinator opens Academic > Event Management. Campus Admin uses the campus administration area for campus-wide events. The event list and available actions depend on the signed-in role and campus access.
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Choose the event audience
Select New Event and choose the Campus. For a class-wide Academic event, choose the Board and then the Class. The school form has no Programme field. For a campus-wide General event, use the campus audience and do not select a Board or Class.
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Enter the schedule and event details
Choose an eligible event type, enter the Event Name, and select the start and end dates using the one date-range calendar field. Start and end times are optional; if one is entered, both are required. Add the venue/location if known.
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Set attendance, marks, and fee
Set Attendance Mandatory and Carries Marks if relevant. If marks apply, enter the maximum marks. These settings are stored as event metadata in the current release; there is not yet an event attendance or marks-entry screen. Use the default event-type fee if one is configured, otherwise enter the per-student fee here. Enter zero for a free event.
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Add a description and documents
Use the rich-text editor for Details & Description. Attach relevant documents if needed, then check the audience, date range, time, location, and fee before submitting.
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Notify students and parents
After saving, the system queues an invitation for the eligible students and their linked parents. If the event has a fee, it also creates one invoice per eligible student and queues the invoice email. The email contains event details and an iCalendar (.ics) attachment; actual inbox delivery depends on the mail service and recipient address.
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Students and parents review the event
Open My Tasks > My Events to see the event and its payment status. The student can select Accept; after that the button changes to Accepted and the event’s unread badge is cleared. This portal action marks the event as read/accepted in My Events; it does not pay the invoice or record attendance. Calendar RSVP controls are managed by the recipient’s email/calendar application.
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Submit and verify an event payment
The student or linked parent opens My Finances, reviews the event invoice, and uploads payment evidence. Finance verifies the evidence. The payment remains pending until Finance approves it; after verification, the student account is updated and a receipt is available.
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Add feedback after the event
After the event date, the Coordinator opens the event’s three-dot menu and selects Coordinator Feedback. The modal lists the class students. For each student, the Coordinator can add remarks with the rich-text and emoji controls and upload one picture. Saving feedback queues an email notice to that student and their linked parent.
Accept clears the student’s unread badge for the event. It does not submit payment evidence, prove calendar RSVP, or mark attendance.
Event fee and tax setup
The event-type fee is a default per student, not a total for the whole class. If no default is set, the Coordinator or Campus Admin enters the fee during event creation. A paid event creates an individual invoice for each eligible student.
Tax is configured separately under System Settings > Taxes > Tax Applications. Apply the required tax to the Event Fee fee type for the correct campus and effective period. Event creation does not have a tax picker; the campus fee-type tax application determines the tax on the invoice.
Understand the email and calendar file
An event invitation includes an .ics calendar attachment. Gmail and Outlook may display calendar actions differently, so recipients should use the calendar controls offered by their email client or download/import the file. A calendar action is separate from the Accept button in the school portal.
The event date range is displayed in the institution’s configured date format. Check the campus timezone and the recipient calendar timezone if a start or end time looks different.
Who is included?
- A class-wide event is for students in the selected campus, Board, and Class.
- A campus-wide event is for the selected campus and does not require a Board or Class.
- A linked parent can receive a copy of the student’s invitation or invoice email when the student-parent link and email address are available.
If an event or invoice is missing
- Check the student’s active campus and class against the event audience, and confirm the event was saved.
- Check that the event type has the Academic or General category and scope needed for the intended creator.
- For an unpaid or pending invoice, review My Finances and contact Finance to confirm whether payment evidence has been received and verified.
Recommended next step
For student invoices and evidence, see Student fees and payments and Payment evidence and receipts.