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Guide & FAQs

Using our app is straightforward.

1

Create your trip!

For your pupils’ security, every group on TripAid is created by the school’s Educational Visits Coordinator. Once they have logged on to our website, they can create a group for every trip in just a few clicks. Simply click “create trip” then select a start time, end time and give the trip a name. You will then be provided with 2 codes. One code for the teachers and one for the students, to be shared out and used on the app before their trip.

Overview your trip app preview on a mobile device
Overview your trip app preview on a mobile device
2

Overview your trip!

The teacher code can be emailed out internally to staff on the trip or given out verbally. The student code can be sent out via  your school’s internal communication process or the parental consent form. Should you require it, TripAid provides a parental consent letter template to make this process easier. All the teachers and students then download our app from the website then enter their name and code before the trip starts, this adds them to the messaging group for the trip.

3

Start your trip!

Once you reach the start time for your school’s trip. Any teacher can then start the group by checking the register of people signed up, then pressing the “begin trip” button on the app. This will start the location/messaging sharing in the group and stop anyone else joining the group by rendering the codes void. In the app, teachers can edit the end time, add new students (by creating a temporary code) and delete members if needed. Once the trip ends, the group automatically shuts down so no members can locate or message you again.

Overview your trip app preview on a mobile device

FAQs

What happens if pupils/teachers phone runs out of battery or gets switched off?

We still recommend that all current trip procedures that your school has are still in place and that pupils know in advance where and when to meet if they are on an activity without a teacher. TripAid is designed to be an additional layer of safety for school trips, and risk assessments/planning for trips should always factor in what happens if technology fails. 

Does the app always need to be open on your phone to be working?

The app does need to be at least open in the background at all times for the location sharing to be functioning. If the app is completely closed down, it will still be able to receive messages from other users and you will receive notifications about hte messages, but no-one will be able to see your location and you will simply appear as “offline” to them. 

Can a student still be tracked if they turn off location sharing on their phone?

No, but they will still be able to send/receive messages from teachers in the group.

Can parents join the group?

No, it is not appropriate for parents to join a group as they have not been given permission by teachers to share their location. Any parent attempting to join a group using a student code, will be ejected from the group by the teacher before the trip begins. Parents can locate and message their own child using a variety of other apps, so will not need to join a TripAid group.

Can pupils message or locate each other directly?

No, students can locate and message teachers only. Teachers can message/locate other teachers and all students. Any student who wants to communicate with another student can use a variety of other apps to do this. 

Can a teacher or student change the start and end time of the messaging group?

The teacher can but the student can’t. Any change will trigger a notification of the change on every users phone as well as an email being sent, detailing the change, to the Educational visits Coordinator at the School. 

Can we use TripAid if some students/teachers don’t have phones?

We would still recommend a school uses TripAid for their trips, even if some students/teachers don’t have a phone. Students should still be observing all other safety procedures on trips, eg not going off in groups of less than three, therefore as long as one person in each group has a phone, the group can be located and messaged.

Why use TripAid instead of other free messaging/location sharing apps?

TripAid allows users to locate/communicate without sharing contact details. Other popular messaging apps require users to share contact details so they can message each other. This of course means Students can save the teachers number and vise versa, leading to them potentially receiving unwanted messages after the trip has ended. TripAid allows teachers and students to regain their privacy after the trip has ended.

What happens to the data collected during the trip?

Full details of how your data is collected via our privacy/GDPR policy. Some key points to note are that final known locations and content of messages is stored for 30days on UK based servers. This data is encrypted and can only be accessed by law enforcement officers, if a suspected crime has taken place on the trip. The number of messages and number of location requests is saved permanently and can be accessed by TripAid staff as well as the educational visits coordinator for the school.

What happens if a student misses a trip but has joined a TripAid messaging group?

Any student can remove themselves from a group at anytime. A teacher can also remove any pupil from a group at anytime. This means if a student misses a trip or leaves early (perhaps due to illness or injury), they can either remove themselves or the teacher can in a few clicks on the app. 

What happens if a phone gets lost or stolen on the trip?

Any lost phone should be reported to a teacher immediately. The teacher should then remove that person from the group as soon as possible. If the phone is recovered, the teacher can allow them access to the group again via the menu in the app.

What happens when the school subscription is about to expire?

When your subscription is close to expiring, the Educational visits coordinator will receive emails to notify them. If they have selected auto-renewal when they first purchased the app, then no further action needs to be taken. If they have not selected auto-renewal, then the emails will contain a link to the payment page, where they or the schools finance team can purchase a new annual subscription. Should this be done before the expiration date, the TripAid service will continue uninterrupted. 

How does a school cancel their subscription?

Subscriptions can be cancelled in the first 60days of their annual subscription. To see how to do this, please see clause 4.2 in the Terms and Conditions

Does TripAid work on trips abroad?

Yes, any trips going abroad can still use all of TripAid’s functions. Our app is currently however, only available to schools based in the UK.

Do students or teachers have to pay to use TripAid? 

The only cost that users will incur is data usage. The data usage will be the same as any other messaging app. The TripAid app is a free download from our website and only the school pays for a subscription which teachers and students of that school then utilise. 

What type of phones can use TripAid?

Any smart phone that operates on the Android or Apple iOS operating system can be used to download and use the TripAid app.



How it Works

A Step by Step Guide

Create your trip!

For your pupils’ security, every group on tripaid is created by the school’s Educational Visits Coordinator. Once they have logged on to our website, they can create a group for every trip in just a few clicks. Simply click “create trip” then select a start time, end time and give the trip a name. You will then be provided with 2 codes. One code for the teachers and one for the students, to be shared out and used on the app before their trip.

Step 2

The teacher code can be emailed out internally to staff on the trip or given out verbally. The student code can be sent out via your school’s internal communication process or the parental consent form. Should you require it, Tripaid provides a parental consent letter template to make this process easier. All the teachers and students then download our app from the website then enter their name and code before the trip starts, this adds them to the messaging group for the trip.

Step 3

Once you reach the start time for your school’s trip. Any teacher can then start the group by checking the register of people signed up, then pressing the “begin trip” button on the app. This will start the location/messaging sharing in the group and stop anyone else joining the group by rendering the codes void. In the app, teachers can edit the end time, add new students (by creating a temporary code) and delete members if needed. Once the trip ends, the group automatically shuts down so no members can locate or message you again.

Create your trip! app preview on mobile a device
Step 2 app preview on mobile a device
Step 3 app preview on mobile a device

Important info for you!

For Schools

TripAid allows your school to provide a safer environment for your students during school trips. Whether on a trip to the ski slopes, a foreign city, the beach or a theme park, any trip outside a classroom is a crucial time to

For Teachers

TripAid is the perfect tool for teachers running a school trip. With the ability to message any and all your pupils, you can pass out crucial information, whether that is reminding them when they are due to meet up, or sending

For Students

TripAid is a simple new app to help you get the most out of your school trips. Whether exploring a new city, or finding out about coastal erosion, you can feel safe knowing that you can  message your teacher just by opening the

For Parents

Every parent nowadays, has the ability to locate and message their child, whenever the child goes out on their own. With TripAid, you can now be comforted to know that your child’s teacher can do the same during an educational

Because the Safety of
your students matters to us

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