Travel Information (Attendee)

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Keywords: Certain, Travel Information (Attendee), Travel Module, Travel Packages, Travel Reservations, Travel Questions

Document ID: https://platform-support.certain.com/hc/en-us/articles/30521119045655#split1

The Travel Information page for a registrant displays details of their travel arrangements for the event.

This page 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.

Communication & Change History

You can record external communications about the attendee's travel arrangements by clicking the speech bubbles icon in the upper right corner of the page.

The speech bubbles icon opens the Communication & Change History pop-up window.

Each record is automatically date- and time-stamped.

Each record records the author’s name.

> Note: Maximum length per note = 8000 characters.

Travel Module sections on the page

All four possible sections of the Travel Information (Attendee) page are described below.

Each section is only displayed if the relevant sub-module of the Travel Module is enabled for the event.

Functional Areas Needed by This Event is located in Plan > Configure > Options.

Expand and collapse page sections

Click the expand icon in a section header to expand that section and show all its information.

For an expanded section, click the collapse icon to show just the section header.

Registration Header

The standard is shown.

This Registration Header is shown 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.

Plan > Configure > Options contains Functional Areas Needed by This Event.

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

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

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

Repeat the process if needed 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 section.

Travel Preferences

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

An attendee can select these preferences on a registration form if Show Transportation Preferences on form was selected when setting it up.

Show Transportation Preferences on form is located on Plan > Forms > Travel.

Airport Preferences

Airport Preferences are used to add an airport.

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.

The list contains matching airports specified as event airports on Plan > Travel > Configure.

Transport Preferences

Transport Preferences are used to add a custom transport preference.

To add a custom transport preference, start typing any part of its name.

As you type three or more characters, a list is displayed.

The list contains 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.

The Traveler Information section displays information about the individual traveler.

The information includes passport data, frequent flyer number, and seat preference.

These fields can be collected in the Profile section of the registration form.

Go to to configure the Traveler Information fields in the form.

Alternatively, the planner may enter this information manually.

Alternatively, the planner may use Certain's Web Services product to sync with a GDS provider or booking tool.

GDS means Global Distribution System.

Note that if the Travel Packages module is used, 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.

The Flights section lists the flights assigned to the attendee.

The Flights section shows the following information for each flight:

For each flight, you can click:

Assign Flights pop-up window

Click Assign Flights to open a pop-up window.

The pop-up window is used to choose to assign flights to the attendee.

The pop-up window includes these three options:

The first option, Select Packages, is selected by default.

The details shown in the pop-up window vary depending on your choice.

Assign Flights | Select Packages

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

The list includes details of the flights on each package.

1. Select the Package(s)

Select the check box for the package to assign to the attendee.

Click Assign Packages.

The pop-up window closes.

The Flights section now includes the flights on that package.

2. Edit Flight Information

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

An Edit Flight Information pop-up window opens.

Edit Flight Information pop-up window

The Edit Flight Information pop-up window opens 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 the details are empty at first, when you have just assigned the flight to the attendee.

Read-only details of the flight are displayed.

Read-only details include Flight Code, Airline, Arrival/Departure Dates and Airports, and more.

Complete the required passenger details.

Click Save.

All fields are optional.

Booking and Payment

Travel Management

> 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) to add.

For each selected flight, select a Reference Number.

A Reference Number is the seat-block from which this seat will come.

When you open the drop-down list, each Reference Number (PNR) is listed.

Each Reference Number includes a pair of numbers in parentheses.

The numbers represent 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.

The pop-up window closes.

The Flights section now includes the flights you just assigned.

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

The Edit Flight Information pop-up window 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.

These fields are used to add the details of an individual flight for this attendee.

This individual flight is not set up in Plan > Travel > Flights.

Enter details in the relevant fields.

The fields are much the same as for flights on the Plan > Travel > Flights page.

Click Save.

Inbound/Outbound and core flight fields

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

The Edit Flight Information pop-up window opens.

Edit and save the details.

Booking and Payment fields

These fields are all optional.

Travel Management fields

These fields are all optional.

Individual Flights

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

Plan > Configure > Options contains Functional Areas Needed by This Event.

The Individual Flights section consists of the three sub-sections described below:

General Trip Information

This subsection of the Individual Flights section displays the registrant’s reservation number (PNR).

This subsection also displays current booking status, agency record locator, and related dates.

The GDS Sync option is checked only if a GDS Sync has taken place.

A time-stamp is 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.

These fields may be synced with a GDS or booking tool.

If the planner makes manual edits to the trip information, the GDS Sync check box is not 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.

These sub-sections include all legs of their flight.

This data may be entered or edited manually by the planner.

This data may be synced with a GDS or booking tool.

The itinerary data is not linked to any flights in a flight package if a flight package is selected in the Flight Packages section.

Click Add New to add a flight.

Select a flight in the trip details to view details and/or edit it.

The edit view allows re-classifying an inbound trip as an outbound trip.

The edit view also allows re-classifying an outbound trip as an inbound trip.

This option is helpful if errors exist in the data provided by your GDS.

The default travel dates are based on defaults found under Plan > Event Setup > Travel.

When adding or entering a flight, enter these details:

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.

Plan > Configure > Settings > Options contains Functional Areas Needed by This Event.

The section starts with the attendee's answer ("Yes" or "No") to whether they "need travel assistance".

This question records whether details of their travel to and from the event are to be recorded.

The question and its answers can be customized when configuring the registration form page.

The Custom Travel Information section then displays all custom travel questions set up for the event.

These custom travel questions are located in Plan > Event Setup > Travel.

The section also displays the registrant's answers.

There can be up to 30 custom travel questions.

All custom travel questions are fully customizable for the event.

Fifteen default questions exist about registrants' travel requests unless edited.