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How to Manage Holiday Leaves (e.g., Christmas or Long Weekends) on Orah

Pratik Thakre avatar
Written by Pratik Thakre
Updated over 2 weeks ago

Audience: House Staff, Boarding Coordinators, and Admins
​Goal: Collect student travel details, categorize them into Domestic or International travel, and automatically assign them to the correct leave events.
​Prerequisites: Admin access and access to the Activities module along with Unify.

Overview

Managing holiday or long-weekend leave on Orah can be done smoothly using custom fields, forms, tags, and events.
This setup helps you:

  • Gather all travel details (departure, arrival, flight info, etc.)

  • Automatically separate Domestic and International travelers

  • Assign students to the right event (Domestic Leave or International Leave)

Step 1: Create Custom Fields on Student Profiles

  1. Go to the Admin Console → Students.
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  2. Click the i icon or the additional information button to add a new custom field.
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  3. Create a category, do note this would be visible on all student profiles, I have created a holiday category
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  4. Add new field in the category you created, according to the holiday, e.g. “Christmas Leave 2025” or “November Long Weekend.”
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Why: This field will record each student’s travel type and help you link them to the correct tag and event.

Step 2: Create a Form to Collect Travel Information

  1. Go to Unify → Forms → Form Builder (if you cannot see this, please check your permissions)
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  2. Click on new form and you can either select parent or student form
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  3. Add questions to capture important information like:

    • Are you going Domestic or International?

    • Link the response field for travel type to your custom field (e.g. Christmas Leave 2025).

  4. Publish and share the form with students or parents.

Tip: You can also include conditional questions — for example, show flight details only if “International” is selected.

Step 3: Create Tags Based on Custom Field Responses

  1. In the Admin Console, go to Tags → Create Tag.

  2. Create two separate tags:

    • Christmas Leave – Domestic
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    • Christmas Leave – International
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  3. Under each tag, use the filter to link it to your custom field:

    • Domestic option → Christmas Leave – Domestic

    • International option → Christmas Leave – International

Result: Students who select Domestic or International in the form will automatically get the correct tag.

Step 4: Create the Events

  1. Go to Admin Console → Activities & Events → New Event.
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  2. Create two events:

    • Christmas Leave – Domestic, make sure you assign the correct tag
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    • Christmas Leave – International
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  3. Configure each event with details like:

    • Event dates (departure to return period)

    • Description (purpose, supervision, etc.)

    • Permissions and notifications

  4. Make sure you enable this settings in both the events in case you want to add or remove students students from both events
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Example:

  • Event 1 → Tag: Christmas Leave – Domestic

  • Event 2 → Tag: Christmas Leave – International

Tips & Best Practices

  • Keep field and tag names consistent across forms, tags, and events.

  • Test the workflow with one student before publishing to everyone.

  • Use event permissions wisely — e.g., only Admins or House Leads can edit participants.

  • Always confirm that tags are auto-updating before the leave period starts.

Reference

For detailed steps on creating events, see:
👉 How to Create an Event on Orah

Suggested Tags for Intercom/AI Answers:
​holiday-leave, long-weekend, christmas-leave, student-travel, international-domestic, custom-fields, tags, events, forms, automated-assignment

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