The Trip / Fee Setup page allows teachers to create and manage financial items for students. This page can be used for traditional field trips, events, band fees, or other student fees.
Examples include:
- Disney trip
- Spring field trip
- Band camp fee
- Marching band fee
- Uniform fee
- Ensemble fee
- Other student financial obligations
Add or Update a Trip / Fee #
Use the Add / Update a Trip / Fee form to create a new item or edit an existing one.
Setup Type #
Select the type of item you are creating.
Field Trip / Event #
Use this for trips, festivals, performances, or events that may involve transportation, chaperones, hotels, meals, tickets, or an itinerary.
Band Fee #
Use this for a student fee connected to your music program, such as band camp, marching band, uniforms, supplies, or participation fees.
Other Student Fee #
Use this for another student financial obligation that does not fit neatly into the trip or band fee categories.
When you choose a setup type, some labels on the page will adjust automatically. For example, a field trip will use labels such as Trip Name and Trip Date, while a fee will use labels such as Fee Name and Fee Date.
Name #
Enter the name of the trip, event, or fee.
Examples:
- Disney 2027
- Spring Music Trip
- Band Camp Fee
- Marching Band Fee
- Uniform Fee
Cost Per Student / Fee Amount Per Student #
Enter the total amount each student is expected to pay. This amount can later be split across one or more payment due dates.
For example, if the total cost is $300.00 and you create 3 payment due dates, Da Capo Inventory can help divide the amount across those due dates.
Cost Per Chaperone / Adult Fee Amount #
This field is optional. Use it if adults, chaperones, or other non-student participants have a separate cost.
If this does not apply, you may leave the field blank or enter 0.
Trip Date / Fee Date #
Enter the date of the trip, event, or fee. For a fee that is not tied to a single event date, use the date that makes the most sense for your program, such as the start date, activity date, or general fee date.
Description / Family Explanation #
This optional field can be used to explain the purpose of the trip or fee. This is especially helpful when families need additional context about what the fee covers.
Example:
This fee helps cover the cost of band camp instruction, music, supplies, and staff support.
Additional Teachers Who Can Manage This Trip / Fee #
Select any additional teachers who should be able to help manage this item. Co-managers may assist with student rosters, payments, forms, reports, and other enabled sections.
This is useful when multiple teachers share responsibility for the same trip, ensemble, event, or fee.
Payment Due Dates #
Use How many payment due dates to choose how many payment deadlines you want to track. You may choose up to 9 due dates.
After selecting the number of due dates, enter:
- Due Date: The payment deadline.
- Amount Due on Date: The amount expected by that deadline.
For new trips or fees, Da Capo Inventory may pre-fill the payment amounts based on the total student cost and the number of due dates selected. You may adjust the payment amounts if your payment schedule is not evenly divided.
Example payment schedule:
| Due Date | Amount Due |
|---|---|
| 2027-01-15 | $100.00 |
| 2027-02-15 | $100.00 |
| 2027-03-15 | $100.00 |
Forms / Requirements #
Use this section to track permission slips, forms, or other requirements connected to the trip or fee.
Depending on the setup type, this section may appear as:
- Permission Slips / Forms for field trips or events.
- Forms / Requirements for band fees or other student fees.
You may create up to 4 forms or requirements.
Examples:
- Permission Slip
- Medical Form
- Code of Conduct
- Uniform Agreement
- Band Camp Commitment Form
Informational Columns #
Informational columns allow you to track additional custom information for students connected to the trip or fee.
You may create up to 3 informational columns. Column names should be short and clear.
Examples:
- Bus
- Room
- Shirt Size
- Group
- Meal
Visible Command Center Modules #
The Visible Command Center Modules section controls which sections will appear on the Manage Trip / Fee page.
Recommended sections are automatically selected for new items based on the setup type.
Available modules include:
Roster #
Manage the students connected to the trip or fee.
Payments #
Record and review student payments.
Forms / Requirements #
Track forms, permission slips, and other requirements.
Transportation #
Track buses, transportation groups, or travel details.
Hotels / Rooms #
Track hotel or room assignments.
Tickets / Reservations #
Track tickets, reservations, or similar items.
Meals #
Track meal choices or meal-related information.
Chaperones #
Track adult or chaperone information.
Itinerary #
Track schedule or itinerary details.
Tasks #
Track tasks connected to the trip or fee.
Reports #
View and export reports.
For a field trip or event, sections such as transportation, forms, and reports may be useful. For a band fee or other student fee, you may only need roster, payments, forms, and reports.
Important: If you are editing an existing item and change the setup type, you may choose to apply the recommended sections for the new setup type. Only do this if you want to replace the current visible section selections with the recommended defaults.
Saving the Trip / Fee #
When finished, click the appropriate button:
- Add Trip
- Add Band Fee
- Add Student Fee
- Modify Trip
- Modify Band Fee
- Modify Student Fee
The button label will change depending on whether you are creating a new item or modifying an existing one.
Trips / Fees Managed or Co-Managed By You #
The lower section of the page lists trips and fees that you created or are allowed to manage.
The table includes:
- Date: The trip date or fee date.
- Name: The name of the trip, event, or fee.
- Setup Type: Field Trip / Event, Band Fee, or Other Student Fee.
- Due Dates: The number of payment due dates being tracked.
- Created By: The teacher who originally created the item.
- Actions: Buttons used to edit, manage, hide, or unhide the item.
Actions #
The Actions column provides several options.
Edit Setup Details #
Use the pencil icon to update the setup details, including the name, cost, date, due dates, forms, informational columns, additional teachers, and visible modules.
Manage Item, Students, and Payments #
Use the airplane icon to open the management page for the trip or fee. This is where you manage students, payments, forms, and any enabled command center sections.
Hide Trip / Fee #
Use the eye-slash icon to hide an item from most menus and active screens. This is useful for old trips, completed fees, or items you no longer need to see regularly.
Unhide Trip / Fee #
If hidden items are being shown, use the eye icon to make a hidden item active again.
Hidden Trips / Fees #
Hiding a trip or fee does not delete it. It simply removes it from most active menus and screens.
If you have hidden items, a Show Hidden Trips button will appear. Click this button to view hidden items. You may then unhide an item if you need to use it again.
Recommended Workflow #
- Select the correct Setup Type.
- Enter the Name, Cost / Fee Amount, and Date.
- Add a family-friendly explanation in the Description / Family Explanation field, if helpful.
- Select any additional teachers who should be able to manage the item.
- Choose the number of payment due dates and enter the due date information.
- Add any forms, permission slips, or requirements that need to be tracked.
- Add informational columns if you need to track extra student-specific details.
- Review the visible command center modules.
- Click the appropriate Add or Modify button.
- Use the management button in the table to begin managing students, payments, forms, and reports.