Travel Information (Attendee)

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Keywords: Certain, Travel Module, Travel Information (Attendee), Frequent Flyer Programs, Flights

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

Travel Information (Attendee)

The Travel Information page for a registrant displays details of their travel arrangements for the event. The Travel Information page is only available if the Travel Module is enabled for the event. The Travel Module is not available in all Certain Pro or Certain bundles.

An event planner can use the Travel Information page to enter information about the attendee's travel. An event planner can use the Travel Information page to edit existing information about the attendee's travel.

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. Clicking the speech bubbles icon opens the Communication & Change History pop-up window. Each communication record is automatically date- and time-stamped. Each communication record records the author's name. Note: Maximum length per note = 8000 characters.

All four possible sections of the page are described below. Each section appears only if the relevant sub-module of the Travel Module is enabled for the event. The relevant sub-module is enabled in Plan > Configure > Options > Functional Areas Needed by This Event.

Click the expand icon in a section header to expand a section. An expanded section shows all its information. For an expanded section, click the collapse icon to show just the section header.

Registration Header

The standard is shown. The is shown on all other admin-side Registration pages.

Frequent Flyer Programs

The Frequent Flyer Programs section is displayed if the Travel Packages sub-module (of the Travel Module) is enabled for the event. The Travel Packages sub-module is enabled in Plan > Configure > Options.

The section lists the registrant's current frequent flyer numbers (if any). To edit a frequent flyer number, click in the Actions column.

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

Add the registrant's frequent flyer number.

Repeat this process if necessary 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 (described below).

Registration Header

The standard is shown. The is shown on all other admin-side Registration pages.

Travel Preferences

The Travel Preferences section is displayed only if the Travel Packages sub-module (of the Travel Module) is enabled for the event. The Travel Packages sub-module is enabled in Plan > Configure > Options.

An attendee can select these preferences on a registration form if Show Transportation Preferences on form is enabled. Show Transportation Preferences on form is set when configuring Plan > Forms > Travel.

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

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

As you type three or more characters, a list is displayed of matching Transport Preferences.

The matching Transport Preferences are 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 Travel module configuration is in Plan > Configure > Options.

The section displays information about the individual traveler. The traveler information includes passport data, frequent flyer number, and seat preference. The Profile section of the registration form can collect these fields. 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 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 (of the Travel Module) is enabled for the event.

The section lists the flights assigned to the attendee.

The section shows the following information for each flight:

Click Assign Flights to open a pop-up window.

The pop-up window lets you choose to assign flights to the attendee.

The pop-up window provides these three options:

Select Packages is selected by default. Click one of the other options if required. 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 . The list includes details of the flights on each package.

1. Select the Package(s) Select the check box for the package you want to assign to the attendee. Click Assign Packages.

The pop-up window closes. The section then 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 pop-up window opens.

Edit Flight Information

The Edit Flight Information pop-up window is opened when you click the edit icon next to a flight in the section. This enables you to edit or complete the passenger-specific details of the flight reservation. Most fields are empty at first after you assign the flight to the attendee.

Read-only details of the flight are displayed. The read-only details include Flight Code, Airline, Arrival/Departure Dates and Airports, etc.

Complete the required passenger details. Click Save.

All fields are optional.

Booking and Payment

Select a different one if required.

Click X to delete it.

(See "Flight Inventory" in the help topic.)

The list is of those you added on their registration record.

See above.

The Travel Type comes from .

Select a different custom Travel Type, if required.

The list is of those set up on .

The Payment Code comes from .

Select a different custom Payment Code, if required.

The list is of those set up on .

The adjustment is related to this flight.

The currency comes from the Travel & Accommodation Currency Label.

The label is shown before the amount, if one has been specified on Plan > Event Setup > Detail.

The currency comes from the Travel & Accommodation Currency Label.

The label is shown before the amount, if one has been specified on Plan > Event Setup > Detail.

The currency comes from the Travel & Accommodation Currency Label.

The label is shown before the amount, if one has been specified on Plan > Event Setup > Detail.

Travel Management

You can drag the handle in the lower right corner to re-size the box.

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. The package Reference Number is set up in . 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 .

Select the check box(es) for the flight(s) you want to add. For each selected flight, select a Reference Number. The Reference Number is the seat-block from which this seat will come.

When you click the drop-down list, you see each Reference Number (PNR). Each Reference Number is followed by 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 section described above now includes the flights you assigned.

To edit the details of the attendee's booking for each flight (e.g, passport details and meal preferences): click (edit) in the Actions column for that flight. The 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. You can add the details of an individual flight for this attendee. The individual flight is not set up in .

Enter details in the relevant fields. The relevant fields are much the same as for flights on the page. Click Save.

Inbound/Outbound Trip Details fields

The description is used on the attendee's itinerary.

As you type three or more characters, a list of matching airlines is displayed for you to select from.

As you type three or more characters, a list of matching airports is displayed for you to select from.

Example: "LAX - Los Angeles International Airport".

Example: "International" or "1".

As you type three or more characters, a list of matching airports is displayed for you to select from.

Example: "SFO - San Francisco International Airport".

Example: "International" or "2".

Example: "17h 5m".

The distance is in miles or km.

To edit the details of the attendee's booking for each flight (e.g, passport details and meal preferences): click (edit) in the Actions column for that flight. The pop-up window opens. Edit and save the details.

Booking and Payment

These fields are all optional.

Example: "v" or "veg" generates a list of four types of vegetarian meal.

The currency is the Event Currency, if one has been specified.

The currency is the Event Currency, if one has been specified.

Travel Management

These fields are all optional.

The action code is from those set up on .

Type one or more letters from it to select.

Expand the size of the text box by dragging the handle in the lower right corner.

Individual Flights

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

It 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), 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. 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 will not be checked.

Inbound (to Event) Trip Details and Outbound (from Event) Trip Details

These two sub-sections display the registrant’s travel itinerary. The itinerary includes all legs of their flight. The travel itinerary data may be entered or edited manually by the planner. The travel itinerary data may be synced with a GDS or booking tool.

The travel itinerary data is not linked to any flights in a flight package. This is true 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 its details and/or edit it. You may re-classify an inbound trip as an outbound trip, and vice versa, in the edit view. This option is helpful if you find errors in the data provided by your GDS.

The default travel dates are based on the defaults found under .

When adding or entering a flight, enter the following details:

General Info

Example: "American Airlines".

You can click to open a Lookup window.

The Lookup window searches for an airline by any part of its name.

Example: searching on "Amer" would return several airlines, starting with "America West Airlines" and ending with "Virgin America".

Departure Info

Example: "JFK".

You can click to open a Lookup window.

The Lookup window searches for an airport.

The search can be based upon even a partial City name, Airport Name, or Airport Code, and also State and/or Country.

Arrival Info

Example: "SFO".

You can click to open a Lookup window, as described above for Departure Info.

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. The Travel Questions sub-module is enabled in Plan > Configure > Settings > Options.

The section starts with the attendee's answer ("Yes" or "No") as to whether they "need travel assistance". The question determines whether details of their travel to and from the event are to be recorded.

This question and its answers can be customized when configuring that page of a registration form. The customization is described in the help topic for Forms > Travel.

The section then displays all of the custom travel questions set up for the event. The custom travel questions are set up in . The section displays the registrant's answers.

There can be up to 30 such questions. All of the questions are fully customizable for the event. The fifteen default questions are about registrants' travel requests (unless edited).