Overview
On this Itinerary Settings page you can configure the appearance and content of the Itinerary PDF, which you can:
- attach to emails (confirmation emails, email templates, individual emails),
- generate for one attendee by clicking Print Itinerary on their Manage > Registrations > Overview, or
- generate for multiple attendees by using the Print Itinerary action in the Report Results window.
FYI: When you generate a PDF itinerary for an attendee, the file name is in the format "Last Name - First Name - Profile Unique ID.pdf", e.g. "Citizen-John-71618.pdf".
When you copy an event, the itinerary settings can be copied with it.
Preview: To preview an itinerary with the current settings, click Choose a Registration to Preview (in the "Itinerary Options" heading bar), of the registrations listed in the modal pop-up window, and then click Preview in that window.
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Itinerary Options
Select any permutation of the three options to determine what is included in the itinerary. (an option is only available if that module is enabled for the event.)
- Include Appointments – The attendee's appointment schedule, if the Appointments Module is enabled for the event.
- Include Agenda Items – The agenda items for which the attendee is registered.
- If selected, then you also select the Agenda Types to include: Tour, Session Breakout, Meal, etc.
- Note: If Speaker and Session Management is enabled in the event, then itineraries include Sessions instead of Agenda Items, so this Include Agenda Items option is not displayed.
- Include Travel – The attendee's flights, if the Travel Packages module is enabled for the event. See Flights and Flight Packages. (Displayed on a separate page of the itinerary.)
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Itinerary Page Header
In the editor window, edit the text to be displayed as the header of each page of the itinerary. The default text is:
<<First Name>> <<Last Name>> - Complete Itinerary Event: <<Event Name>>
Append Data Fields to header To add a data field, click that location in the editor box, select the field in the Select a Data Field drop-down list, and click Add data field.
(The data fields available include Current Time Stamp, which would identify when the itinerary PDF was generated.)
The Enable Editor? check box is selected by default. If you clear it, you can still edit the raw HTML of the header, and still add data fields to it.
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Itinerary Layout Colors and Fonts
You can edit any of the colors and fonts used in the table that make up most of the itinerary. The illustration changes dynamically as you make edits.
- Caption Color – The background color behind the caption at the top of the grid. Default: #757c82 (Slate Grey)
- Caption Title Color – The color of the text (e.g. "Calendar" or "Travel") in the caption. Default: #FFFFFF (White)
- Caption Title Font – The font of the text in the caption. Default: Arial
- Header Color – The background color of the header.
- Header Title Color – The color of the text (e.g. "Start" and "End") in the header title. Default: #999999 (Gray60)
- (The date, for the Appointments section, for example.)
- Header Title Font – The font of the text in the header. Default: Arial
- Grid Color – The color of the grid lines between records, such as appointments and sessions. Default: #C0C0C0 (Silver)
- Grid Font – The font of that text in the grid. Default: Arial
To specify a color, you can enter its hexadecimal value (example: #FFFFFF, for white) directly in the field, or click the icon to the right of the field to open the Color Picker.
To use the Color Picker, click and drag to select a color, then click the Save icon (in the lower right corner) to select that color. Each color selected is illustrated in the icon next to it.
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Itinerary Layout Options
- Enable Page Break Per Day – Select to have each day in the itinerary start on a new page.
- Remove Row Number on Table – Select to display the itinerary without any row numbers. (By default, rows are numbered.)
- Display Travel Time – If Include Appointments is selected, select this to include the Travel Time between appointments (as configured on the Appointment Template).
- Include Speaker Names for Sessions – If Speaker and Session Management is enabled, select this to include the speaker's name with their session.
- Show Free Appointment Slot – If Include Appointments is selected, select this to include an attendee's free appointments on their itinerary.
- Include Description of Agenda Item or Session – Select to show the Description of the Agenda Item, or of the Session if Speaker and Session Management is enabled.
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Date & Time Formats
- Date Format – Select the date format to be used:
- MM/DD/YYYY
- DD/MM/YYYY
- WEEKDAY, MM DD YYYY (e.g., Monday, April 28 2017)
- Time Format – Select the time format to be used:
- hh:mm AM/PM (e.g., 1:45 PM)
- HH:MM (e.g., 13:45)
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Labels
- Text to be displayed next to Travel Time – (Required) Type the text to be used to label the Travel Time for appointments if Include Travel is selected under Itinerary Options above
- Text to be displayed for Free Appointment Slot – (Displayed only when Show Free Appointment Slot is selected; it is then a Required field.) Type the text to be shown as the description in any "free" time appointment time slots, i.e. ones which are on the Appointment Template but in which the attendee has no appointments.
- Calendar Caption Title – (Required) The text shown in the first row of the table of itinerary information for Appointments and Agenda Items or Sessions. (Displayed in the Caption Title Color/Font defined under Itinerary Layout Colors and Fonts above.)
- Example: "Details"
- Detail Column Header – (Required) The text shown as the header of the column in which the details of Appointments and Agenda Items or Sessions are listed. (Displayed in the 'Header Title Color/Font' defined under Itinerary Layout Colors and Fonts above.)
- Example: "Calendar"
- Text to be displayed in front of an Appointment – Optional extra text as a prefix for each appointment.
- Example: "Business Meeting: " (Default: blank.)
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Itinerary Page Footer
Optionally configure a footer to appear at the bottom of each page of the itinerary. This is much like configuring the header above.
In the editor window, edit the text to be displayed in the footer.
Append Data Fields to header To add a data field, click that location in the editor box, select the field in the Select a Data Field drop-down list, and click Add data field.
(The data fields available include Current Time Stamp, which would identify when the itinerary PDF was generated.)
The Enable Editor? check box is selected by default. If you clear it, you can still edit the raw HTML of the header, and still add data fields to it.
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