Travel Configuration

(Event) > Plan > Travel > Configure

The Travel Configuration page enables you to set the values described below, when using the Travel Packages sub-module of the Travel module. (That can be enabled for an event on Plan > Configure > Options.) Some are optional statuses which you can then apply to attendee's flights. Others are custom transportation types and airports you can make available for selection by attendees as their transportation preferences.

See the Travel Packages Guide for an explanation, with screenshots, of the Travel Packages sub-module.

Transfer Time

• Maximum Transfer Time (in minutes) –

This time is used in Appointment Management, if that module is enabled for the event:

– to calculate an attendee's Available From and Available To dates/times, if they're not already set, and

– to calculate possible conflicts of appointment times with flight arrival or departure times, on the Conflict Report.

Estimate the maximum time from when the attendee's flight lands, to when they would arrive at the venue.

Allow for baggage collection, passport control (if relevant), and transfer to venue (from the furthest airport, if more than one is in use).

Statuses

These four sets of user-definable codes are optional. Any you set up, to meet your organization's workflow, can be assigned to attendees' flights (on Registrations > Travel), and used in reporting.

(You can set defaults for three of them on the reference numbers on each flight, on Travel > Flights. Those defaults are then applied as the initial values on an attendee's flight booking when you assign the flight.)

To add one, type its name in the unlabeled text box, and click  (save).

To edit one, click  (edit), change the name, and click  (save).

To delete one, click  (delete).

• Booking Status – Used to record the current status of an attendee's flight booking. For example, "New Booking".

• Payment Code – Used to record the current status of the payment for the attendee's flight. For example, "At Own Cost".

• Travel Type – A means of classifying flight bookings. For example, "Charter Flight".

• Travel Action Code – Can be used to indicate what action the planner or travel staff should take next for a booking with this code. For example, "Upgrade Request".

Transportation Types

Transportation Types set up here can be made available for an attendee to select on the Travel section of a registration form. (You do that by selecting Show Transportation Preferences on form when setting up the form.)

You can also assign them to Groups if you are using the Registration Groups module. In that case, when showing transportation preferences on a form, you can choose to restrict those shown to just those associated with the group of which the attendee is a member (if they are a group member).

To add a transportation type:

1. Select a Mode of Transport from the drop-down list. (Air, Rail, Road, Ship, or Other.)

2. Type a name in the unlabeled text box.

3. Click Add.

To change the mode of transport or the name of a transportation type, click  (edit), change the values, and click  (save).

To delete a transportation type, click  (delete).

Event Airports

This section lists any airports to be used for the event. Like the Transportation Types, they can be made available for an attendee to select on the Travel section of a registration form. (Select Show Transportation Preferences on form when setting up that form.)

As with Transportation Types, if you are using the Registration Groups sub-module, you can assign any of these airports to Groups, and then restrict the airports an attendee sees on the form to those which are assigned to their group (if they are a group member).

To add an airport:

1. Find it by typing three or more letters in its name.
   (For example, typing "San" or "cis" or "SFO" would find "SFO - San Francisco International Airport".)

2. Click the name found. (In the example, that would add "SFO" to the list.)

To delete an airport, click the x before its name.