How ICAPsensus Works

From setup to trip day — here’s how ICAPsensus fits into your school’s workflow.

Plan and Track Every Excursion

From local day trips to multi-day camps, ICAPsensus tracks destinations, dates, costs and approval status so nothing falls through the cracks.

Step 1

Set up your school

Import your students via CSV or add them manually. Create admin and staff accounts with role-based permissions. Configure your school profile — timezone, logo, and contact details.

School Setup

Your school profile, student list, and staff accounts — configured once, ready for every trip.

Trip + Form Builder

Build the trip and consent form together. Drag-and-drop questions, set the price, publish.

Step 2

Create the trip & consent form

Build a custom consent form for the trip. Add questions relevant to this specific excursion. Set the payment amount, capacity, and due date. Hit publish — parents are notified instantly.

Step 3

Manage consent & payments

Track who has submitted, who is pending, and who still needs to pay. Approve or request resubmission of forms. Send reminders. Everything from your admin dashboard.

Consent Dashboard

Real-time view of every student's consent and payment status for the trip.

Trip Day Tools

Roll call, medical info, and incident reporting — all on your phone, even offline.

Step 4

Run the trip with confidence

On the day, open ICAPsensus on your phone. Run roll call with one tap per student. Access any student’s medical profile instantly. Log incidents with notes and photos. Full audit trail created automatically.

Ready to run better trips?

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How It Works