Every activity type your school runs, every AI capability, every feature. Here is how Orca works in detail.
Orca is built around the full breadth of non-timetabled activity that Australian schools run. Every activity type is managed through Orca, with your school's business rules, approval processes, and compliance requirements applied the same way, every time.
Day trips, incursions, and off-campus learning
Overnight and multi-day residential programs
Interschool sport, athletics, swimming, and cross country
School productions, recitals, musicals, and showcases
Service learning, charity drives, and community engagement
Debating, Model UN, academic competitions, and clubs
Open days, fetes, exhibitions, and parent evenings
Interstate and international student travel programs
From first draft to post-activity record, every tool is in one place. The three AI capabilities are woven throughout, active in every activity your school creates.
The invisible admin burden disappears before anyone notices it existed. Describe the activity in plain language and Orca draws on your school's data to build the structure, assigns tasks, and asks only what it can't determine.
It arrives complete, reviewed, and ready to approve. Before any activity reaches an approver, Orca checks it against your policies, risk templates, staff ratios, and venue data. Missing controls flagged. Risk assessment generated.
No report to build. No spreadsheet to open. Ask any question about your school's calendar, staffing, participation, or scheduling conflicts in plain language and get a direct answer. The intelligence is already in the system.
Planning and Calendars
View all In-Review and Approved activities in calendar or list view with colour-coded status labels.
Shared calendar for parents, students, and staff. Approved activities appear automatically with iCal subscription support.
Automatically detect scheduling conflicts, staff double-booking, and resource clashes before they become problems.
Build out programmes or schedules across two axes: times and streams. Add sessions and allocate teams to a stream or an individual session. When a parent views the schedule, the sessions their child takes part in are highlighted automatically.
Approvals and Governance
Configurable multi-step workflows: parallel, sequential, or mixed. Full email and in-app notifications at every step.
Select a template and a professional risk assessment PDF is generated automatically. Reviewed by AI before submission.
Every key action logged. Full revision history with side-by-side version comparison and restore. Always prepared for scrutiny.
Add tasks, assign staff, and set due dates. Planners and approvers can all comment and track progress within the activity record.
Involved staff log incidents with the students involved, witnesses, time, location, what happened, and what was done. In the backend, incidents are allocated for review and resolution so nothing is left open.
Participants, Staff and Communications
Assign Staff in Charge, 2IC, Planner, and Attendee roles. All planners have collaborative edit access within the activity.
Global and per-activity alerts surfaced at exactly the right moment. Medical flags visible to all supervising staff during roll marking.
Mark attendance by occurrence or group. Per-day student alerts surface during roll call. Records are accurate and searchable after the activity.
Enable responses from parents, staff, and students. Yes/no, free text, and file upload. Tracked in colour-coded response lists.
Immediate or digest delivery. Alerts for comments, tasks, approvals, status changes, and upcoming activities.
Data and Integrations
RESTful API connects Orca to your Student Information System. Cohort and enrolment data flows in automatically.
Subscribe via iCal to sync Orca activities directly into Outlook, Google Calendar, or Apple Calendar.
Export activity data in CSV, Excel, PDF, HTML, or JSON. Select exactly which fields and date ranges to include.
Orca runs alongside your existing systems. Your SIS, LMS, and timetabling platform stay exactly as they are. Orca handles what those systems were never designed for: the planning, governance, and compliance of activities beyond the timetable.
Connect your SSO provider, import users and cohort data, configure your approval workflows and risk templates, and onboard your staff. We handle the technical setup with your IT team. Start with one activity type and expand at a pace that suits your school.
Connect Orca to your SIS for automatic cohort and enrolment syncing. An efficiency upgrade that happens when you're ready, not as a prerequisite to getting started. Orca works well before the SIS connection is in place.
From the first activity submitted through Orca, your school has a governed record. That’s the change.
Orca was built specifically for Australian schools. Every data handling decision reflects the obligations that come with managing student information, not as a compliance checkbox, but as a foundational design principle.
All data is hosted in Australia. Student records, activity data, and risk assessments never leave Australian jurisdiction.
Orca is designed and operated in full compliance with the Australian Privacy Act 1988 and the Australian Privacy Principles.
Platform infrastructure meets SOC 2 Type II standards, independently assessed for security, availability, and confidentiality controls.
Student data is used solely to operate the platform for your school. It is never sold, shared with third parties, or used to train external models.
Every staff member sees only what their role requires. Sensitive student information is surfaced only to the people who need it, for the activity that needs it.
Encrypted at rest and in transit. Regular penetration testing. Automated backups. Built to the standards your school's IT and board expect.
Book 30 minutes and we'll walk through exactly how Orca fits your activities, your governance structure, and your existing systems.
Book a 30-min Demo