For schools running trips and outdoor education · In development
Every trip, in one place, from the first plan to the board's report.
The board is accountable for every trip. The EOTC Platform gives each person their part and gives the board the whole picture.
The problem
Sound familiar?
- Each person sees one piece, usually a form, and decisions are made without seeing how they fit.
- The board is accountable for it all and sees the least.
- Chasing and retyping. The coordinator spends their time on paperwork.
- Volunteers, providers and equipment are tracked in separate places.
- Showing that the controls were applied takes a search through folders.
The solution
How it works
One record for each event,
moving through six stages: propose, initial approval, plan the detail, final approval, go, and close and learn.
Everyone opens their own list of work
and lands on the exact step they own, with what they are accountable for.
Your school's own safety plan
is versioned and signed by two people, and the rules you set decide who approves what.
Final approval waits for the checks:
providers, equipment, first aid, communication, emergency contacts and overnight arrangements.
Families are included.
Consent, letters and reminders are handled on the same record.
The board gets a sealed report
with critical risks, controls checked, competence gaps and incidents, with space for the board's written response.
In practice
A closer look: the day of the trip
The person in charge opens the offline pack on the day. Go/no-go triggers are stated as numbers, check-ins are logged through the day, and an overdue check-in raises an alert. After the trip, the debrief, any incidents and the lessons flow into the annual review.
What it replaces
Paper and shared-drive forms, email chains, and separate lists of volunteers, providers and equipment.
In the working prototype (made-up schools only)
Event planning and approval
Safety plan signed by two people
Approval rules
Provider checks and agreements
Equipment and vehicle bookings
Volunteer competence
Student roll, consent and letters
Risks and Plan B
Go/no-go and live-day log
Incident register
Debrief and annual review
Sealed board report
Being built
The “one place, one thing” redesign, step by step
A pilot with a first school
Feedback from students, parents and volunteers
Proof
A complete working prototype covering planning to board reporting, shown with made-up data.
Straight answers
- What about our students' data?
- Each school's data sits behind its own protections, on New Zealand soil. Health notes are removed after the trip.
- Who is accountable?
- Your board. The platform records your school's decisions.
- We have a forms tool already.
- The EOTC Platform works alongside it, adding the decisions, accountability and board reporting around the forms.
Built the CruxMS way
Start with how you work.
Before anything is switched on, we map how your organisation runs. The software is set up around that, so it fits the way your people already work.
People decide, software watches.
AI drafts and flags, and a person approves. The system keeps watch so you hear about the exceptions, and every action is recorded.
One real thing, one home.
Each fact is stored once, and everything else points to it. Change it in one place and it changes everywhere it matters.