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.
If the Travel Packages sub-module is enabled, the following sections shown are:
- Frequent Flyer Programs
- Travel Preferences
- Flights
- Individual Flights
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 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 the edit icon 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 numbers 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).
Travel Preferences
This section is displayed only if the Travel Packages sub-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 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 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. 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 the edit icon in the Actions column for that flight.
- An Edit Flight Information pop-up window opens.
- Edit the required passenger details, and click Save.
- All fields are optional.
(The remainder of the Flight-related steps describe inventory notes, how to edit individual flight details, and the workflow for creating or selecting flights. The Flight section includes fields such as Booking and Payment, Passenger First Name and Last Name, Ticket Number, Passport Number and Expiration Date, Booking Status, Date Booked, Frequent Flyer Number, Meal Type, Seat Number, Travel Type, Payment Code, Adjustment, Travel Tax, Total Charge, and related notes. The content explains how inventory and reference numbers work when assigning packages and flights.)
Individual Flights
The Individual Flights section is shown only if the Travel Reservations sub-module is enabled for the event.
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 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/Outbound Trip Details
Inbound (to Event) Trip Details and Outbound (from Event) Trip Details 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. 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 either Inbound (to event) or Outbound (from event) for incoming or outgoing flights.
- General Info
- Airline – Required. Enter the name of the airline. You can click to open a Lookup window to search for an airline by any part of its name.
- Flight Number
- Flight Class
- Seat Number
- Departure Info
- Departure Date & Time – Required.
- Departure Airport – Required. Enter the airport code; a Lookup window helps search by city, airport name, or airport code.
- Departure Terminal
- Departure Gate
- Arrival Info
- Arrival Date & Time – Required.
- Arrival Airport – Required. Enter the airport code; a Lookup window helps search by city, airport name, or airport code.
- Arrival Terminal
- Arrival Gate
- Custom Travel Information
- The section is displayed only if the Travel Questions sub-module is enabled for the event.
- It starts with the attendee's answer to whether they need travel assistance, and then displays all custom travel questions (up to 30). The questions can be customized per event.
Custom Travel Information
The Custom Travel Information section is displayed only if the Travel Questions sub-module is enabled for the event in Plan > Event Setup > Travel. It starts with the attendee's answer to whether they need travel assistance, and then displays all custom travel questions set up for the event (up to 30 questions). The questions are fully customizable for the event.
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