Event types and approval chains are the backbone of the Events module. They decide what kinds of events your school runs and, for each kind, who needs to approve before it goes on the calendar. This is a setup task …
iCal feeds let staff, parents and students subscribe to the school calendar from Apple Calendar, Outlook, Google Calendar or any other app that supports the standard. Subscribed calendars update automatically — new and changed events flow through without anyone having …
The public website calendar is what unauthenticated visitors see — typically embedded into the school’s main website. Events on the public calendar are visible to anyone, so they go through an extra confirmation step before they’re displayed. How public visibility …
The calendar offers several ways to look at what’s coming up. Most schools have more than one calendar, so the first decision is usually which one to open. Choosing a calendar The Calendar landing page lists every calendar your school …
Cancelling an event keeps the record but marks it as withdrawn.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.