Flights

(Event) >Plan > Travel > Flights

The Flights page is the second page-link in the left navigation panel on the Travel page in an event, which is  displayed if the Travel Packages sub-module of the Travel Module is enabled for the event (in Settings > Options).

(Note: you can import flights on a different page. See Plan > Travel > Import.)

Here you can see, edit and add the flights for your event. These flights can then be:

• assigned to Flight Packages (consisting of multiple flights), which attendees can select on a registration form (see Plan > Forms > Travel),  or which you can allocate directly to them (on Registrations > Travel);

• made available for selection as "Individual Flights" on a registration form (see Forms > Travel), or assigned directly (on Registrations > Travel).

When flights are selected by attendees, or assigned to them, the inventory is managed based on the number of seats you have booked; see "Flight_Inventory" below.

To add a flight, click the Add New button.

To edit a flight, click in the Actions column for that flight.

To delete a flight, click  in the Actions column for that flight.

To export a list of all flights to Excel (Flight Reservation Report.xls), click  above the table of flights.

See the Travel Packages Guide for an explanation, with screenshots, of setting up and assigning flights, and the other aspects of the Travel Packages sub-module.

 Videos: All Certain University videos about Travel

 Video: Adding and Editing Flights, and Creating Flight Inventory (1 min.)

Flights

All the flights set up in the event are listed; this may be a multi-page list.

The following information is shown for each flight:

• Departure Date/Time (including an  Inbound Flight or  Outbound Flight icon)

• Departure Port

• Arrival Date/Time

• Arrival Port

• Airline

• Flight Code

• Actions – click  to edit the flight, or  to delete it

To apply a filter, click the Select field above the table, select one of the items in the drop-down list (Airline, Flight Code, Departure Port, Arrival Port, or Inbound/Outbound), and then select or type a value for that field and click Search. Only the matching flights will be displayed in the table.

Flight Information

This section replaces the list of flights when you add or edit a flight. Select or type the values in each field.

• 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. Must be unique to the event. Max. length = 15 characters.

• Description – An optional description of the flight.

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

• Aircraft Type – (Optional) The aircraft type used on the flight, e.g. B734 - Boeing 737-400.
  As you type three or more characters, a list of matching aircraft types is displayed for you to select from.
  Note: the match is against the Aircraft Type itself, not its "Type ID", so if you type "Boe" the list would include many aircraft types, such as B734 - Boeing 737-400, but if you type "B73" the list would not return anything at all.

• 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").

• Arrival Gate – (Optional) Type the gate number at the arrival terminal

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

• Distance – (Optional) Distance between departure port and destination port, in miles or km; e.g. "2356 miles".)

Click Save to save your changes and remain editing the same flight. The Flight Inventory section described below is displayed, where you can then add inventory.

Or click Save & New to save your changes and add another flight.

Flight Inventory

This section is displayed below the Flight Information section when you have added or are editing a flight. It lists your seat blocks on the flight, and is where you can add more.

What are "Reference Numbers"?

"Reference Number" is the generic term used in Certain to refer to the confirmation or booking number for a set of seats booked on a flight. It may refer to any of the following, as used by different systems or airlines:

o PNR (Passenger Name Reservation)

o Record locator

o Confirmation number

o Reservation number

o Confirmation code

o Booking reference

o Booking code

List

The current seat blocks are listed, showing the following fields (which are explained under Add/Edit below).

• Seat Block ID

• Reference Number

• Inventory

• Flight Class

• Action Code

• Booking Status

• Actions:
   – edit the seat block.
   – delete the seat block.

Add/Edit Flight Inventory

To add a seat block to the flight, click Add New.

To edit one, click .

A pop-window opens, with the following fields:

• Seat Block ID – (Required) A descriptive name for a given block of seats. Must be unique to the flight.

• Reference Number – (Required) The unique identifier for this booking, as set by the travel provider. Must be unique to the flight.

• Inventory – (Required) The number of seats reserved in this booking on this flight.

• Total Amount – (Optional) The full amount charged for this flight: the ticket price plus any travel taxes. This is in the currency shown, which comes from the Travel & Accommodation Currency Label on Plan > Event Setup > Details.

• Travel Tax – (Optional) The amount charged for travel taxes on this flight. (This figure is included in the Total Amount, and is in the same currency.)

• Flight Class – (Optional) Select a flight class: "Business", "Economy", "First", "Economy Plus" or "Other".

• Travel Type – (Optional) Select a Travel Type (from those set up on Plan > Travel > Configure) to be used as the default Travel Type on an attendee's reservation when assigned this flight.

• Action Code – (Optional) Select an Action Code (from those set up on Plan > Travel > Configure) to be used as the default Action Code on an attendee's reservation when assigned this flight.

• Booking Status – (Optional) Select a Booking Status (from those set up on Plan > Travel > Configure) to be used as the default Booking Status on an attendee's reservation when assigned this flight.

• Note – (Optional) Enter any free text about the seat block.