EOTC Permissions

School Trips and Excursions - Now on HERO

From Term 3, all class trips, excursions and school events — permission slips, activity choices, and payments — will be managed through the Events section of the HERO app, instead of sending via the Community Page. This page walks you through how it works.

Why the Change?

HERO brings everything about a trip — the details, the permission form, any activity or food choices, and payment — into one place. You'll get a notification when a new event needs your response, and you can complete it from your phone in a couple of minutes. The calendar also keeps you in the loop day to day, with a reminder each morning of what's on that day and a weekly summary of everything coming up in the next 7 days — so you'll always know what's happening without having to go looking for it.

How to respond to a class trip or event

1. Open Events in the HERO app

From the Hero home screen, tap Events on the bottom toolbar.

On a larger screen (like a tablet or laptop), open the side menu and select Events there instead.

The school Events Calendar will be shown

Month View

List View

2. Find the event that needs a response

Caregivers can easily filter to see only events that still need a response by clicking Response Required. Click on an event to see more information and provide responses.

3. Respond to an Event as a caregiver

Caregivers must submit a response for each of their children involved in the event.

4. Give permission and make your selections

Choose GOING or NOT GOING for your child.

If they're going, you'll be asked to work through any permissions (for example, transport or activity consent) and any options the school needs from you — such as food choices, equipment, or whether you can help out. Add any comments, then tap Save.

5. Check your confirmed response

Once saved, the button next to your child's name will update to show Going or Not Going. If you have more than one child involved in the same event, repeat the steps above for each of them.

6. Payments for Events

If the event is set to Require Payment at Permission time, the caregiver will be prompted to pay via online Stripe. This must be set up first - Connecting to Stripe to Enable Online Payments

If this option is selected, and payment is not successful, the caregiver will see the student's status as PENDING. They will need to click this to complete the payment before the permission response is confirmed as GOING.

If Require Payment at Permission time is not selected, charges associated with events will automatically be updated in the Student Billing Section of Hero for the family. Caregivers may view and pay these charges via the usual methods offered by the school. e.g. Online payments are enabled

7. Notifications — how will I know something needs my attention?

Notifications will be received by caregivers according to the notification settings set by the school (Setting School Post Notification Options) and the notifications set on their Hero account (Managing Your Notifications and Devices).

Email notification

Push Notification on Android:

Event Notifications sent to Parents / Caregivers

Event Open: When an event is opened to caregivers, caregivers involved in the event are notified of the event being made open to them.

Weekly Event Digest (email only): At 3pm every Friday, caregivers will receive an email listing all the events they’re involved in the coming week (next 7 days). For caregivers this will be cross school, so if they have children at different schools, these events will all be listed in the email.

Daily Event Reminders: At 7am every morning, caregivers will receive a notification reminding them of the events they have coming up today. This is cross school, like the weekly digest but the daily reminders can be push notifications too. The push notification is condensed, as there is limited space. It won’t show each event individually; it will simply let the user know how many events they have coming up that day. Clicking the notification will take them to the Events Calendar.

Event Closure Reminders: At 7am every morning, caregivers will receive a notification reminding them of events that are closing within the next 3 days. Only caregivers who haven’t responded will receive this notification. This is cross school like the other reminder notifications and can also be push notifications. Push notifications will be condensed like the daily reminders.

Event Permission Reminders (manually generated by the school): A Hero Administrator is able to send caregivers a reminder to respond notification (Sending reminders to caregivers who are yet to respond). This allows you to send a response reminder to the top priority caregiver. If the top priority caregiver doesn’t have hero access, an error message should be displayed.

Event Cancelled: When an event is cancelled, caregivers involved in the event will be notified of the cancellation.

Frequently asked questions

Do I need to respond for each of my children separately?

Yes — if more than one of your children is involved in the same event, each child needs their own response.

What if there's a cost involved?

If payment is required to confirm your child's place, you'll be prompted to pay through the app when you save your response. Otherwise, any charges will simply appear in your usual Student Billing area in Hero.

Can I change my response after I've saved it?

Yes, you can go back into the event and update your response at any time before it closes.

Where do I find Events on the app?

On your phone, tap Events on the bottom toolbar of the Hero app. On a computer or tablet, open the side menu and select Events.

I can't find the app / I'm not sure I have access?

Please contact the school office and we can help get you set up with Hero access.