NEWDIH Away Trips & Camps | Turn the early-morning meetup into one handbook.

01 — PLAN & INVITE

Create the trip,
publish it. That's all.

Enter the name, destination, dates, meeting point, response deadline and fee, then publish — the players and parents on that team are asked to reply. Day trips and overnight tournaments follow the same flow.

Publishing sends a notification. Players get an in-app notice and a push notification, and the reply screen opens right there.

It also lands on the club calendar. A published trip appears as an event for each of its days, alongside training sessions and matches.

You can see who hasn't answered. The list shows "attending ◯ / no reply ◯ (◯ invited)", so you only chase the people who need chasing.

Draft → published → closed. Switching the status is all it takes, so replies can't creep in after the deadline.

The NEWDIH APP away trip list, with draft, published and closed status badges beside dates and venues

Away trip list (actual screen)

02 — ITINERARY

Itinerary and packing list —
what you write becomes the handbook.

Stack rows of time, activity, place and notes and the day's schedule takes shape. Leave the time blank when it isn't fixed yet. Packing items can be marked required or optional.

The itinerary sorts itself by time. Anything squeezed in later lands in the right place once you save.

Required and optional items are colour-coded. "Insurance card copy required, sandals optional" reads at a glance.

Notes cover "what happens if it rains". Parking, whether lunch is provided, who to call when you're late — write the recurring questions down once.

The NEWDIH APP itinerary editor, with time, activity, place and notes edited row by row

Editing the itinerary (actual screen)

03 — CARS & SEATS

Never answer "how many cars"
again.

Parents answer "I can drive / I can take ◯ people" along with their attendance. The total offered seats against the number attending is right there, so you can act early on the days you're short.

Private cars, buses and trains can be registered, and attending players assigned to them. Assignments beyond capacity are refused.

A seat freed by an absence returns automatically. A change the night before doesn't mean rebuilding the carpool sheet.

Unassigned players are always visible. No more discovering on the morning of departure that someone has no ride.

Yamada's car (minivan)

5 / 5 · 0 seats left

Seto's car (sedan)

4 / 4 · 0 seats left

Teranishi's car (wagon)

3 / 6 · 3 seats left

The NEWDIH APP away trip screen showing offered cars, total offered seats, expected attendance and unassigned players

Offered cars and vehicles (actual screen)

04 — TRAINING CAMPS

Camps cover lodging, rooms
and a day-by-day itinerary.

Camp management is a separate module from away trip management. Register the lodging name, address, phone number, check-in/check-out times and meal plan, and build the itinerary day by day — day 1, day 2, day 3.

Rooms have capacity. Register the rooms, assign the participants, and the remaining beds show up. Overfilling is refused.

Change the dates and the day blocks follow. Stretching two nights into three doesn't mean rewriting the itinerary.

Four meal plans. No meals, breakfast only, half board or full board.

Room 202 (lake side)

4 / 4

Room 205

4 / 4

Room 207 (staff)

0 / 3

The NEWDIH APP camp handbook, with room assignments and the carpool sheet listing who shares each room

Camp rooms and carpool sheet (actual screen)

05 — HANDBOOK

The handbook prints.
It also travels as a URL.

What you entered becomes the handbook. Print it and hand it out, or issue a share link so parents without an account can read it.

Share links expire. You set the validity when you issue one, and you can revoke it at any time. The view count stays on record.

Only what's meant to be shared appears. Health information, the participant roster and the carpool sheet are not part of the share link.

What a share link shows / doesn't show

Dates, meeting point, dismissal, destination, address

Itinerary, packing list, notes

For camps, the lodging contact and room assignments

Health information (allergies, medication, emergency contact)

The trip's participant roster and carpool sheet

The NEWDIH APP away trip handbook opened from a share link, with dates, meeting point, itinerary and packing list on one page

The handbook on a share link (actual screen — what parents see)

06 — HEALTH & SAFETY

Allergies and medication:
if we hold them, we protect them.

Players and parents can optionally register allergies, regular medication, chronic conditions and an emergency contact for the day. It is designed as sensitive personal information.

Encrypted at rest

Registered health information is stored encrypted.

Only the accompanying staff can see it

Only the coaches accompanying that trip and the club representative can view it. Accompanying coaches are chosen per trip.

Every view is logged

Revealing it records who looked and when in the audit log, so you can keep it closed until you need it.

Deleted automatically after 3 months

Health information is deleted automatically three months after the trip or camp ends. Nothing is kept beyond that.

When a trip requires a consent form, you can link a form registered in document management. Participants see a link to it on their screen, so "I thought we handed it out" disappears.

The NEWDIH APP health information panel and participant list, with health details hidden until revealed

Health information (staff only) and the participant list (actual screen)

07 — FEE

Trip fees flow straight into
the club fee ledger.

Players who answered "attending" can be billed for the trip fee in one go. The invoices land in the same ledger as monthly fees, so reconciling payments and chasing arrears happen on the usual screen.

No double billing. Pressing it again never re-issues to the same person; press it after more replies come in and only the newcomers are billed.

The due date is the trip's start date. Even without a cash envelope on the day, you can see who has paid before you leave.

Seamless with the fee module. Trip fee payments flow straight into the books of Fees & Club Accounting.

The NEWDIH APP trip fee billing panel, showing the fee, issued, paid and unpaid amounts and each player's payment status

Trip fee billing (actual screen)

08 — HOW IT WORKS

Hand it to the coach in charge.

Both away trip and camp management can be delegated by the club representative to the coaches in charge. The staff leading each age group can create and run their own trips. Only issuing the fee invoices additionally requires the fee-side permission.

Create

Create the away trip or camp, enter the dates, meeting point, packing list and itinerary, and publish. Target the whole club or a single team.

Collect

Attendance, the number of accompanying parents and offered cars come in. Decide the carpools and rooms, and bill the fee if you need to.

Hand over

Print the handbook or issue a share link. On the day, staff open the health information only when they need it.

FAQ

Frequently Asked Questions

Yes. They are separate modules. Day trips and short tournament travel use away trip management; residential training camps use camp management. Camp management adds lodging, room assignments and a day-by-day itinerary, which away trip management does not have. Both are added from your club features.

Yes. Issue a share link for the handbook and it becomes a URL readable without an account. Set the validity when you issue it, and revoke it whenever you no longer need it. Health information, the participant roster and the carpool sheet are never part of a share link.

Change their attendance to "absent" and the seat returns to the pool automatically. There is no need to rebuild the carpool sheet. The freed seat shows as remaining capacity, so you can rearrange riders on the spot.

No. Only the coaches named as accompanying staff for that trip or camp and the club representative can view it. Every reveal is recorded in the audit log, and the data is deleted automatically three months after the trip or camp ends.

Of course, but billing the fee through NEWDIH puts it in the same ledger as monthly fees. Reconciling payments, chasing arrears and reflecting them in the books all happen on one screen, so you stop rebuilding a spreadsheet for every trip.

When a trip is published they get an in-app notice and a push notification, and reply with their attendance. The number of accompanying parents and "I can drive / I can take ◯ people" are answered at the same time. Replies can be changed later.

From the next away trip,
keep it all in one place.

Signing up is free. All you need is an email address to start today.

Start free → See NEWDIH APP

Meet at 6:40 a.m.
Put the whole plan into one handbook.

ITINERARY — 8.23 SAT

Create the trip,
publish it. That's all.

Itinerary and packing list —
what you write becomes the handbook.

Never answer "how many cars"
again.

Camps cover lodging, rooms
and a day-by-day itinerary.