Travel Information (Attendee)

(Attendee) > Manage > Registrations > (Registrant) > Travel

Frequent Flyer Programs ||  Travel Preferences  ||  Traveler Information  ||  Flights  ||  Individual Flights

The Travel Information page for a registrant displays details of their travel arrangements for the event. It is only available if the Travel Module is enabled for the event. (This module is not available in all Certain Pro or Certain bundles.)

An event planner can use this page to enter information about the attendee's travel, or to edit the existing information.

You can record external communications about the attendee's travel arrangements (with your travel team or airline, for example) by clicking the speech bubbles icon  in the upper right corner of the page, to open the Communication & Change History pop-up window. Each record is automatically date- and time-stamped and has the author's name recorded on it.
Note: Maximum length per note = 8000 characters.

All four possible sections of the page are described below (Travel Preferences, Traveler Information, Flights, Individual Flights), but each one is only displayed if the relevant sub-module of the Travel Module is enabled for the event (in Plan > Configure > Options > Functional Areas Needed by This Event).

• If the Travel Packages sub-module is enabled, sections shown are:

• Travel Preferences – The registrant's airport preferences and/or transportation preferences.

• Flights – Travel reservations, recorded in any of these ways:

• • Selecting Packages of flights which have been set up on Travel > Flight Packages, or

  • selecting flights from those set up as individual flights on Travel > Flights, or

  • creating individual flights, i.e. entering details of the flights for that registrant, not deducting them from any pre-booked inventory.

• Traveler Information – Travel-related profile information such as passport details.

• If the Travel Questions sub-module is enabled, sections shown are:

  • Custom Travel Information – Answers to custom questions used to collect travel requests for later ticketing and fulfillment.

• If the Travel Reservations sub-module is enabled, sections shown are:

• Traveler Information – Travel-related profile information such as passport details.

• Individual Flights: Travel reservations recorded manually or via Certain's API (or via the Travel Connectors sub-module).

Click the  expand icon in a section header to expand that section and show all its information. For an expanded section, you can click the  collapse icon to show just the section header.

Registration Header

The standard Registration Header is shown, as it is on all other admin-side Registration pages

Frequent Flyer Programs

This section is displayed if the Travel Packages sub-module (of the Travel Module) is enabled for the event in Plan > Configure > Options.

The registrant's current  frequent flyer numbers (if any) are listed.

To edit a frequent flyer number, click  in the Actions column.

To edit a frequent flyer number, click  in the Actions column.

To add a frequent flyer number, complete these two fields:

• Frequent Flyer Program – Select the frequent flyer program to add.

• Frequent Flyer Number – This text box is added once you have selected a program; add the registrant's frequent flyer number.

Repeat if necessary for other frequent flyer programs for the same registrant.

These frequent flyer numbers can be added to flight records when you edit a flight in the Flights section (described below).

Registration Header

The standard Registration Header is shown, as it is on all other admin-side Registration pages

Travel Preferences

This section is displayed only if the Travel Packages sub-module (of the Travel Module) is enabled for the event in Plan > Configure > Options.

An attendee can select these preferences on a registration form if you have selected Show Transportation Preferences on form when setting it up (on Plan > Forms > Travel).

• Airport Preferences – To add an airport, start typing any part of its name or its code. As you type three or more characters, a list is displayed of the matching airports specified as event airports on Plan > Travel > Configure.

• Transport Preferences – To add a custom transport preference, start typing any part of its name. As you type three or more characters, a list is displayed of the matching Transport Preferences set up on Plan > Travel > Configure.

Traveler Information

The Traveler Information section is displayed if the Travel Reservations or Travel Packages sub-module (of the Travel Module) is enabled for the event in Plan > Configure > Options.

It displays information about the individual traveler, including passport data, frequent flyer number, and seat preference. These fields can be collected in the Profile section of the registration form. Go to Plan > Forms > Registrant Details to configure the Traveler Information fields in the form. Alternatively, the planner may enter this information manually, or use Certain's Web Services product in order to sync with your GDS provider or booking tool. (GDS = Global Distribution System.)

Note that if you are using the Travel Packages module then much of the same information can be collected on the flight record.

Flights

The Flights section is displayed only if the Travel Packages sub-module (of the Travel Module) is enabled for the event. It lists the flights assigned to the attendee, showing the following information for each one:

• Flight Summary

• Reference Number

• Booking Status

• Travel Action Code

• Assignment Type

• Actions

• • Click  to edit the flight information

  • Click  to delete the flight

Click Assign Flights to open a pop-up window in which you can choose to assign flights to the attendee. This opens a pop-up window with these three options:

• Select Packages of flights

• Select Flights (pre-booked)

• Create an Individual Flight

The first option, Select Packages, is selected by default. Click one of the others if required. The details shown in the pop-up window vary depending on your choice, as described below.

Assign Flights | Select Packages

When you click Assign Flights and choose the Select Packages option in the Assign Flights pop-up window described above, you see a list of the Flight Packages set up in Plan > Travel > Flight Packages, including details of the flights on each one.

1. Select the Package(s)

Select the check box for the package you want to assign to the attendee, and click Assign Packages.

The pop-up window closes, and the Flights section described above now includes the flights on that package.

2. Edit Flight Information:

Edit the details of the attendee's booking for each flight: click  (edit) in the Actions column for that flight.

An Edit Flight Information pop-up window opens.

Edit Flight Information

The Edit Flight Information pop-up window is opened when you click the  edit icon next to a flight in the Flights section. This enables you to edit or complete the passenger-specific details of the flight reservation, most of which are empty at first, when you have just assigned the flight to the attendee.

Read-only details of the flight are displayed: Flight Code, Airline, Arrival/Departure Dates and Airports, etc.

Complete the required passenger details, and click Save.

All fields are optional.

Booking and Payment

• Reference Number – The block of seats from which the inventory is drawn. Select a different one if required, or click X to delete it. (See "Flight Inventory" in the  Plan > Travel > Flights help topic.)

• Passenger First and Last Name

• Ticket Number

• Passport Number and Expiration Date – Click the calendar icon to select the date the passport expires.

• Booking Status –  Select a custom booking status, if required, from those set up on Plan > Travel > Configure..

• Date Booked

• Frequent Flyer Number – Select the registrant's Frequent Flyer number for the flight.
  The list is of those you have added on their registration record; see Frequent Flyer Numbers above.

• Meal Type – Select a meal type (from the standard list), if required.

• Seat Number

• Travel Type – The default value comes from the Travel Type, if any, on the Reference Number selected (as set up on Travel > Flights). Select a different custom Travel Type, if required; the list is of those set up on Plan > Travel > Configure.

• Payment Code –  The default value comes from the Payment Code, if any, on the Reference Number selected (as set up on Plan > Travel > Flights). Select a different custom Payment Code, if required; the list is of those set up on Plan > Travel > Configure.

• Adjustment – For information/reporting purposes: an amount to be charged (or discount to be given) to the registrant, related to this flight.
  (In the currency specified by the Travel & Accommodation Currency Label, which is shown before the amount, if one has been specified on Plan > Event Setup > Detail.)

• Travel Tax – The amount of travel tax, e.g. airport taxes, included in the Total Charge.
  (In the currency specified by the Travel & Accommodation Currency Label, which is shown before the amount, if one has been specified on Plan > Event Setup > Detail.)

• Total Charge – The amount charged for this flight.
  (In the currency specified by the Travel & Accommodation Currency Label, which is shown before the amount, if one has been specified on Plan > Event Setup > Detail.)

Travel Management

• Transfer – Select this check box if the registrant requires a transfer from the airport.

• Travel Action Code – Select a custom Travel Action Code, if required, from those set up on Plan > Travel > Configure.

• Note – Type any free text notes about this booking. You can drag the handle in the lower right corner to re-size the box.

Note re inventory if flight is part of a package assigned to the attendee: Each flight in a package has one Reference Number (PNR) assigned to that package (as set up in Plan > Travel > Flight Packages). The inventory on that reference number is used when you assign a package to an attendee.

Assign Flights | Select Flights

When you click Assign Flights and choose the Select Flights option in the Assign Flights pop-up window described above, you see a list of the Flights set up in Plan > Travel > Flights.

Select the check box(es) for the flight(s) you want to add.

For each one, select a Reference Number, i.e. the seat-block from which this seat will come.

When you click the drop-down list, you see each Reference Number (PNR), followed by a pair of numbers in parentheses. The numbers are the number of seats available out of the number booked. For example, "(3 / 8)" means three seats of the eight booked on that reference number are still available.

Click Assign Flights. The seats on the selected flights are deducted from the inventory on the selected reference numbers, and the pop-up window closes. The Flights section described above now includes the flights you just assigned.

To edit the details of the attendee's booking for each flight (e,g, passport details and meal preferences): click  (edit) in the Actions column for that flight. The Edit Flight Information pop-up window described above opens. Edit and save the details.

Assign Flights | Create an Individual Flight

When you click Assign Flights and choose the Create an Individual Flight option in the Assign Flights pop-up window described above, you see a set of empty fields in which you can add the details an individual flight for this attendee (i.e., one that is not set up in Plan > Travel > Flights).

Enter details in the relevant fields (which are much the same as for flights on the Plan > Travel > Flights page), and click Save.

• Inbound/Outbound –(Required)  Select either Inbound (to event) for incoming flights, or Outbound (from event) for outgoing flights.

• Flight Code – (Required) The airline's code identifying the flight, e.g. AA1867.

• Flight Description – An optional description of the flight, used on the attendee's itinerary.

• Airline – (Required) The airline operating the flight. As you type three or more characters, a list of matching airlines is displayed for you to select from.

• Departure Date/Time – (Required) The date and time the flight is scheduled to leave.

• Departure Port – (Required) The airport from which the flight will leave. As you type three or more characters, a list of matching airports is displayed for you to select from; e.g. "LAX - Los Angeles International Airport".

• Departure Terminal – (Optional) Type the name or number of the terminal at the Departure Port (e.g. "International" or "1").

• Departure Gate – (Optional) Type the gate number at the departure terminal

• Arrival Date/Time – (Required) The date and time the flight is scheduled to arrive.

• Arrival Port – (Required) The airport at which the flight will arrive. As you type three or more characters, a list of matching airports is displayed for you to select from; e.g. "SFO - San Francisco International Airport".

• Arrival Terminal – (Optional) Type the name or number of the terminal at the Arrival Port (e.g. "International" or "2").

• Duration – (Optional) Duration of flight, e.g. "17h 5m".

• Distance – (Optional) Distance between departure port and destination port (in miles or km).

To edit the details of the attendee's booking for each flight (e,g, passport details and meal preferences): click  (edit) in the Actions column for that flight. The Edit Flight Information pop-up window described above opens. Edit and save the details.

Booking and Payment

These fields are all optional.

• Passenger First Name and Last Name

• Passport Number

• Expiration Date – Click the calendar icon to select the date the passport expires.

• Booking Status –  Select a custom booking status, if required, from those set up on Plan > Travel > Configure.

• Date Booked

• Frequent Flier Number

• Meal Type – Select a meal type (from the standard list) by typing one or more letters from it. For example, "v" or "veg" generates a list of four types of vegetarian meal.

• Seat Number

• Travel Type – Select a custom Travel Type  (from those set up on Plan > Travel > Configure) by typing one or more letters from it.

• Payment Code – Select a custom Payment Code (from those set up on Plan > Travel > Configure) by typing one or more letters from it.

• Adjustment – For information/reporting purposes: an amount (or discount) to be charged to the registrant related to this flight.

• Travel Tax – The amount of travel tax, e.g. airport taxes, included in the Total Charge. (In the Event Currency, if one has been specified.)

• Total Charge – The amount to be charged for this flight (in the Event Currency, if one has been specified).

Travel Management

These fields are all optional.

• Transfer – Select this check box if the attendee requires a transfer from the airport on arrival.

• Travel Action Code – If required, select an action code (from those set up on Plan > Travel > Configure) by typing one or more letters from it.

• Note – Type any text about the booking. (Expand the size of the text box by dragging the handle in the lower right corner.)

Individual Flights

The Individual Flights section is only displayed if the Travel Reservations sub-module (of the Travel Module) is enabled for the event in Plan > Configure > Options.

It consists of the three sub-sections described below:

• General Trip Information

• Inbound (to Event) Trip details

• Outbound (from Event) Trip details

General Trip Information

This subsection of the Individual Flights section displays the registrant’s reservation number (PNR), current booking status, agency record locator, as well as related dates. The GDS Sync option will only be checked if a GDS Sync has taken place, and a time-stamp will be displayed for the most recent sync.

The Agency Record Locator is unique to the travel reservation agency through which the registrant booked travel.

These fields may be entered or edited manually by the planner, or synced with a GDS or booking tool. If the planner makes manual edits to the trip information, the GDS Sync check box will not be checked.

Inbound (to Event) Trip Details and Outbound (from Event) Trip Details

These two sub-sections of the Individual Flights section display the registrant’s travel itinerary, including all legs of their flight. This data may be entered or edited manually by the planner, or synced with a GDS or booking tool. It is not linked to any flights in a flight package, if one is selected in the Flight Packages section.

Click Add New to add a flight, or select a flight in the trip details to view its details and/or edit it. You may re-classify an inbound trip as an outbound trip, and vice versa, in the edit view. This option is helpful if you find errors in the data provided by your GDS. The default travel dates are based on the defaults found under Plan > Event Setup > Travel.

When adding or entering a flight, enter the following details:

Inbound/Outbound – (Required.) Select one of the two radio buttons.

• Inbound (to event)

• Outbound (from event)

General Info

• Airline – (Required.) Enter the name of the airline, e.g. "American Airlines". You can click  to open a Lookup window in which to search for an airline by any part of its name; for example, searching on "Amer" would return several airlines, starting with"America West Airlines" and ending with "Virgin America".

• Flight Number

• Flight Class

• Seat Number

Departure Info

• Departure Date & Time – (Required.)

• Departure Airport  – (Required.) Enter the airport code, e.g. "JFK". You can click  to open a Lookup window in which to search for an airport. (Your search can be based upon even a partial City name, Airport Name, or Airport Code, and also State and/or Country.)

• Departure Terminal

• Departure Gate

Arrival Info

• Arrival Date & Time – (Required.)

• Arrival Airport  – (Required.) Enter the airport code, e.g. "SFO". You can click  to open a Lookup window, as described above for Departure Info.

• Arrival Terminal

• Arrival Gate

Custom Travel Information

The Custom Travel Information section is displayed only if the Travel Questions sub-module (of the Travel Module) is enabled for the event in Plan > Configure > Settings > Options.

It starts with the attendee's answer ("Yes" or "No") as to whether they "need travel assistance", i.e. whether details of their travel to and from the event are to be recorded. (Note that this question and its answers can be customized when configuring that page of a registration form, as explained in the help topic for Forms > Travel.)

It then displays all of the custom travel questions set up for the event in Plan > Event Setup > Travel, and the registrant's answers. There can be up to 30 such questions, all of which are fully customizable for the event, although the fifteen default questions are about registrants' travel requests (unless edited).