Create a Field Trip Request - TripFinder
The steps below will help instruct users on how to create a field trip request in TripFinder.
Basic Steps
Login to TripFinder: https://stcasd.transfinder.com/tripfinder/
Logging into TripFinder requires the user to be signed into a district email address.
User Name = district email address
Password = Will prepopulate as SSO User
Select Log In
Click the Submit New Request button at the top of the Tripfinder page.
This button is visible when the user is viewing the Field Trips, My Submitted Requests, or My Pending Approvals grid.
Fill out the Add Field Trip form that appears.
Click Save to submit the request.
Add Field Trip - Fields
The form fields consist of text, date, time, phone, email, and number fields.
General Fields
Template: Preset option that will auto-fill some form fields.
Field Trip Name: A text field where you can enter the name of your trip.
School: A pick list of schools you may use for Field Trip requests.
Department: A pick list of departments you may use for Field Trip requests.
Activity: A pick list of activities you may use for Field Trip requests.
Our district is using Strict Account Code tracking, so the Department and Activity fields will be combined in to one option.
Contact Fields
Contact: The name of the individual to contact regarding the request.
Phone: A phone number to reach the individual listed in the Contact field
Phone Ext: Enter the extension if applicable.
Email: Contact’s email address.
Email notifications will be sent to the email associated with the user who submitted the request, not the email in this field.
Departure Fields
Trips must be submitted within 14 school days prior to the departure date.
Depart Date: Date field to enter the date the field trip begins. Click on the calendar icon to display the date picker tool.
Time (1): The departure time for the field trip. Click on the clock icon in this field to display the clock picker tool.
Return Date: Date field to enter the date the field trip ends. Click on the calendar icon to display the date picker tool.
Time (2): Return time of the field trip. Click on the clock icon in this field to display the clock picker tool.
Departure: School the field trip will be departing from.
This may differ from the School set in the default field at the top of the form.
Notes: A text field to enter additional notes related to the departure.
Destination Fields
To add a new Destination please reach out to the transportation office.
Destination: Location the field trip will take place.
Users can type into this field, or select and option from the drop-down list if the Tripfinder admin has created preset destinations.
Contact Information: Details for a point of contact at the destination.
Title: Destination contact’s job title.
Phone: Destination contact’s phone number.
Phone Ext: Destination contact’s phone extension.
Fax: Destination contact’s FAX number.
Email: Destination contact’s email address.
Notes: A text field to enter additional notes related to the destination.
Directions
Directions: Enter or paste custom directions to the destination.
Trip Details
Equipment: Select a type of equipment required for the field trip. Users may only select one equipment type.
Equipment options are managed by Tripfinder admin users.
Classification: Select a predefined classification that applies for the field trip.
Number of Students: A number field to enter the number of students attending the field trip.
Number of Adults: A number field to enter the number of adults attending the field trip.
Number of Wheelchairs: A number field to enter the number of students in wheelchairs attending the field trip for transportation purposes.
Number of Vehicles: A number field to indicate the number of vehicles requested.
Estimated Miles: A number field to enter the estimated round-trip mileage of the field trip.
Estimated Cost: A number field to enter the field trip estimated cost.
Estimated Hours: A number field to enter the estimated length of the field trip in hours.
Invoice Information
If you are missing the desired Account Code please reach out to the transportation office.
Add an Account
Multiple accounts can be associated with a single field trip. Each account will have to be added separately.
Click the New icon at the top of the Invoice Information grid to add an account to the field trip.
The Add Invoicing Information modal will open.
Account Name: Select an existing account name.
Billing Fields
These fields may need to be revisited after the field trip has been approved and completed..
Amount: Dollar amount to be associated with this account.
PO: Purchase order number to be associated.
Invoice Date: Date the invoice is generated.
Payment Date: Date payment is processed.
Click Save to add the account to the field trip invoicing list.
Edit an Account
Click to select an existing account from the Invoice Information grid.
Click the Edit icon at the top of the Invoice Information grid to open the Add Invoicing Information modal.
Edit the account details as needed.
Click Save to apply changes.
Delete an Account
This will remove the account from the invoicing information of the current field trip. The account will still exist to be applied to other field trips.
Click to select an existing account from the Invoice Information grid.
Click the Delete icon at the top of the Invoice Information grid.
Save Options
Save: Submit your field trip request for approval.
Save as Template: Save the form field entries to auto-populate a request form in the future.
Save & Close: Submit request for approval and close the form.
Close: Exit form without saving or submitting your request.