The Travel Information page for a registrant displays details of travel arrangements for the event. The Travel Information page is only available if the Travel Module is enabled for the event. (This Travel Module is not available in all Certain Pro or Certain bundles.) An event planner can use the Travel Information page to enter travel information about the attendee. An event planner can use the Travel Information page to edit existing travel information.
An event planner can record external communications about the attendee’s travel arrangements. An event planner can record external communications 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 in the Communication & Change History pop-up window is automatically date- and time-stamped. Each record in the Communication & Change History pop-up window records the author’s name. Note: Maximum length per note = 8000 characters.
All four possible sections of the Travel Information page are described below. The Travel Information page sections are Travel Preferences, Traveler Information, Flights, and Individual Flights. The Travel Information page displays each section only if the relevant sub-module of the Travel Module is enabled for the event. The Travel Information page checks sub-module availability in Plan > Configure > Options > Functional Areas Needed by This Event.
If the Travel Packages sub-module is enabled
If the Travel Packages sub-module is enabled, the Travel Information page displays these sections.
Travel Preferences
Travel Preferences displays the registrant’s airport preferences and/or transportation preferences.
Flights
Flights displays travel reservations.
Travel reservations appear in these ways.
- Selecting Packages of flights set up on Travel > Flight Packages.
- Selecting flights set up as individual flights on Travel > Flights.
- Creating individual flights by entering flight details for the registrant.
Creating individual flights does not deduct the flights from any pre-booked inventory.
Traveler Information
Traveler Information displays travel-related profile information such as passport details.
If the Travel Questions sub-module is enabled
If the Travel Questions sub-module is enabled, the Travel Information page displays these sections.
Custom Travel Information
Custom Travel Information displays answers to custom questions used to collect travel requests for later ticketing and fulfillment.
If the Travel Reservations sub-module is enabled
If the Travel Reservations sub-module is enabled, the Travel Information page displays these sections.
Traveler Information
Traveler Information displays travel-related profile information such as passport details.
Individual Flights
Individual Flights displays travel reservations recorded manually or via Certain’s API. Travel reservations can also be recorded via the Travel Connectors sub-module.
Expand and collapse section content
Click the expand icon in a section header to expand that section. The expand action shows all information in the section. Click the collapse icon to show only the section header for an expanded section.
Registration Header
The standard Registration Header is shown. The Registration Header appears on all other admin-side Registration pages.
Frequent Flyer Programs
Frequent Flyer Programs is displayed if the Travel Packages sub-module (of the Travel Module) is enabled for the event. Event configuration appears in Plan > Configure > Options.
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.
- Frequent Flyer Program – Select the frequent flyer program to add.
- Frequent Flyer Number – Add the registrant’s frequent flyer number.
This Frequent Flyer Number field appears after selecting a Frequent Flyer Program.
Repeat these steps if needed for other frequent flyer programs for the same registrant.
These frequent flyer numbers can be added to flight records. Frequent flyer numbers can be added when you edit a flight in the Flights section.
Registration Header
The standard Registration Header is shown. The Registration Header appears on all other admin-side Registration pages.
Travel Preferences
Travel Preferences is displayed only if the Travel Packages sub-module (of the Travel Module) is enabled for the event. Event configuration appears in Plan > Configure > Options.
An attendee can select these preferences on a registration form. The registration form must have Show Transportation Preferences on form selected when setting it up. The setup path appears in Plan > Forms > Travel.
Airport Preferences
To add an airport, start typing any part of its name or its code. As the attendee types three or more characters, a list displays matching airports. The matching airports come from event airports specified on Plan > Travel > Configure.
Transport Preferences
To add a custom transport preference, start typing any part of its name. As the attendee types three or more characters, a list displays matching Transport Preferences. The matching Transport Preferences come from Transport Preferences set up on Plan > Travel > Configure.
Traveler Information
Traveler Information is displayed if the Travel Reservations or Travel Packages sub-module (of the Travel Module) is enabled for the event. Event configuration appears in Plan > Configure > Options.
Traveler Information displays information about the individual traveler. Traveler Information includes passport data, frequent flyer number, and seat preference.
The Traveler Information fields can be collected in the Profile section of the registration form. The planner can configure the Traveler Information fields in Plan > Forms > Registrant Details.
Alternatively, the planner can enter this information manually. Alternatively, the planner can use Certain’s Web Services product to sync with a GDS provider or booking tool. (GDS = Global Distribution System.)
Note: If the planner is using the Travel Packages module, much of the same information can be collected on the flight record.
Flights
Flights is displayed only if the Travel Packages sub-module (of the Travel Module) is enabled for the event.
Flights lists flights assigned to the attendee.
Flights shows the following information for each flight.
- Flight Summary
- Reference Number
- Booking Status
- Travel Action Code
- Assignment Type
- Actions
- Click to edit the flight information
- Click to delete the flight
Assign Flights
Click Assign Flights to open a pop-up window. The pop-up window allows assignment of flights to the attendee.
The Assign Flights pop-up window includes these three options.
- Select Packages of flights.
- Select Flights (pre-booked).
- Create an Individual Flight.
Select Packages is selected by default. Click one of the other options if required. The details shown in the Assign Flights pop-up window vary depending on the selected option.
Assign Flights | Select Packages
When you click Assign Flights and choose the Select Packages option, you see a list of Flight Packages. The Flight Packages list comes from Plan > Travel > Flight Packages. The list includes details of the flights on each Flight 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 attendee’s booking details for each flight. Click (edit) in the Actions column for that flight.
An Edit Flight Information pop-up window opens.
Edit Flight Information
The Edit Flight Information pop-up window opens when you click the edit icon next to a flight in the Flights section.
This action enables editing or completion of passenger-specific details of the flight reservation. Most passenger-specific details are empty at first when assigning the flight to the attendee.
Read-only details display for the flight. 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
Booking and Payment fields apply to the flight. The fields are listed as follows.
- Reference Number – The block of seats from which inventory is drawn.
Select a different one if required.
Click X to delete it.
(See "Flight Inventory" in the Plan > Travel > Flights help topic.)
- Passenger First and Last Name
- Ticket Number
- Passport Number and Expiration Date – Click the calendar icon to select the date the passport expires.
- Booking Status – Select a custom booking status if required.
Custom booking status values appear from those set up on Plan > Travel > Configure.
- Date Booked
- Frequent Flyer Number – Select the registrant’s Frequent Flyer number for the flight.
The available list comes from Frequent Flyer Numbers added on the registration record.
(See Frequent Flyer Numbers above.)
- Meal Type – Select a meal type from the standard list if required.
- Seat Number
- Travel Type – The default value comes from the Travel Type, if any, on the Reference Number selected.
(Travel Type values come from Travel > Flights.)
Select a different custom Travel Type if required.
Custom Travel Type values appear from those set up on Plan > Travel > Configure.
- Payment Code – The default value comes from the Payment Code, if any, on the Reference Number selected.
(Payment Code values come from Travel > Flights.)
Select a different custom Payment Code if required.
Custom Payment Code values appear from those set up on Plan > Travel > Configure.
- Adjustment – For information/reporting purposes, an amount to be charged (or discount to be given) to the registrant.
This adjustment is related to this flight.
The currency uses the value specified by the Travel & Accommodation Currency Label.
The label appears before the amount if it is specified on Plan > Event Setup > Detail.
- Travel Tax – The amount of travel tax, e.g. airport taxes, included in the Total Charge.
The currency uses the value specified by the Travel & Accommodation Currency Label.
The label appears before the amount if it is specified on Plan > Event Setup > Detail.
- Total Charge – The amount charged for this flight.
The currency uses the value specified by the Travel & Accommodation Currency Label.
The label appears before the amount if it is specified on Plan > Event Setup > Detail.
Travel Management
Travel Management fields apply to the flight. The fields are listed as follows.
- Transfer – Select this check box if the registrant requires a transfer from the airport.
- Travel Action Code – Select a custom Travel Action Code if required.
Custom Travel Action Code values appear from those set up on Plan > Travel > Configure.
- Note – Type any free text notes about this booking.
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 setup appears 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, 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 flight, select a Reference Number. The Reference Number is the seat-block from which the seat comes.
When you click the drop-down list, each Reference Number (PNR) appears. Each Reference Number is followed by a pair of numbers in parentheses. These numbers represent available seats out of booked seats. 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 inventory on the selected reference numbers. The pop-up window closes. The Flights section now includes the flights just assigned.
To edit the attendee’s booking details 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, you see empty fields. These fields allow entry of details for an individual flight for the attendee. The 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 Plan > Travel > Flights. Click Save.
- Inbound/Outbound – (Required) Select either Inbound (to event) or Outbound (from event).
- Flight Code – (Required) Enter the airline’s code identifying the flight, e.g. AA1867.
- Flight Description – (Optional) Enter an optional description of the flight.
This description is used on the attendee’s itinerary.
- Airline – (Required) Enter the airline operating the flight.
As you type three or more characters, a list displays matching airlines for selection.
- Departure Date/Time – (Required) Enter the scheduled departure date and time.
- Departure Port – (Required) Enter the airport from which the flight will leave.
As you type three or more characters, a list displays matching airports for selection.
Example: "LAX - Los Angeles International Airport".
- Departure Terminal – (Optional) Enter the name or number of the terminal at the Departure Port.
Example: "International" or "1".
- Departure Gate – (Optional) Enter the gate number at the departure terminal.
- Arrival Date/Time – (Required) Enter the scheduled arrival date and time.
- Arrival Port – (Required) Enter the airport at which the flight will arrive.
As you type three or more characters, a list displays matching airports for selection.
Example: "SFO - San Francisco International Airport".
- Arrival Terminal – (Optional) Enter the name or number of the terminal at the Arrival Port.
Example: "International" or "2".
- Duration – (Optional) Enter the duration of flight.
Example: "17h 5m".
- Distance – (Optional) Enter the distance between departure port and destination port.
Enter the value in miles or km.
To edit the attendee’s booking details 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
These fields are all optional.
- Passenger First Name and Last Name
- Passport Number
- Expiration Date – Click the calendar icon to select the date the passport expires.
- Booking Status – Select a custom booking status if required.
Custom booking status values appear from those set up on Plan > Travel > Configure.
- Date Booked
- Frequent Flier Number
- Meal Type – Select a meal type from the standard list.
Type one or more letters from the meal type name.
Example: typing "v" or "veg" generates a list of four types of vegetarian meal.
- Seat Number
- Travel Type – Select a custom Travel Type from those set up on Plan > Travel > Configure.
Type one or more letters from the Travel Type name.
- Payment Code – Select a custom Payment Code from those set up on Plan > Travel > Configure.
Type one or more letters from the Payment Code name.
- Adjustment – For information/reporting purposes, enter an amount (or discount) to be charged to the registrant related to this flight.
- Travel Tax – Enter the amount of travel tax, e.g. airport taxes, included in the Total Charge.
The Event Currency applies if one has been specified.
- Total Charge – Enter the amount to be charged for this flight.
The Event Currency applies if one has been specified.
Travel Management
These fields are all optional.
- Transfer – Select this check box if the attendee requires a transfer from the airport on arrival.
- Travel Action Code – If required, select an action code from those set up on Plan > Travel > Configure.
Type one or more letters from the action code name.
- Note – Type any text about the booking.
Expand the text box size by dragging the handle in the lower right corner.
Individual Flights
Individual Flights is displayed only if the Travel Reservations sub-module (of the Travel Module) is enabled for the event. Event configuration appears in Plan > Configure > Options.
Individual Flights consists of three sub-sections.
- General Trip Information
- Inbound (to Event) Trip details
- Outbound (from Event) Trip details
General Trip Information
General Trip Information displays the registrant’s reservation number (PNR), 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 displays 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 also be synced with a GDS or booking tool. If the planner makes manual edits to 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 the flight.
The itinerary data may be entered or edited manually by the planner. The itinerary data may also be synced with a GDS or booking tool. The itinerary data is not linked to any flights in a flight package. This unlinked behavior applies 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 supports re-classification of an inbound trip as an outbound trip. The edit view supports re-classification of an outbound trip as an inbound trip. This option is helpful if errors appear in the data provided by the GDS. The default travel dates are based on defaults under Plan > Event Setup > Travel.
When adding or entering a flight, enter the following details.
- Inbound/Outbound – (Required) Select one of the two radio buttons.
- Inbound (to event)
- Outbound (from event)
General Info
- Airline – (Required) Enter the name of the airline, e.g. "American Airlines".
To search for an airline, click to open a Lookup window.
The planner can search by any part of the airline name.
Example: searching on "Amer" returns several airlines, starting with "America West Airlines" and ending with "Virgin America".
- Flight Number
- Flight Class
- Seat Number
Departure Info
- Departure Date & Time – (Required.)
- Departure Airport – (Required.) Enter the airport code, e.g. "JFK".
To search for an airport, click to open a Lookup window.
The search can be based upon even a partial City name, Airport Name, or Airport Code.
The search can also be based upon State and/or Country.
- Departure Terminal
- Departure Gate
Arrival Info
- Arrival Date & Time – (Required.)
- Arrival Airport – (Required.) Enter the airport code, e.g. "SFO".
To search for an airport, click to open a Lookup window.
The planner can use the same lookup approach as for Departure Info.
- Arrival Terminal
- Arrival Gate
Custom Travel Information
Custom Travel Information is displayed only if the Travel Questions sub-module (of the Travel Module) is enabled for the event. The configuration path appears in Plan > Configure > Settings > Options.
Custom Travel Information starts with the attendee’s answer. The attendee answers "Yes" or "No" to whether the attendee "need[s] travel assistance". Travel assistance means that travel details to and from the event get recorded.
The question and its answers can be customized when configuring the registration form. The customization process appears in the help topic for Forms > Travel.
Custom Travel Information then displays all custom travel questions. The custom travel questions appear as set up for the event in Plan > Event Setup > Travel. Custom Travel Information also displays the registrant’s answers.
Up to 30 custom travel questions can exist. All custom travel questions are fully customizable for the event. The fifteen default questions focus on registrants’ travel requests unless edited.
Related articles
- Event Waitlist form section
- Travel Information (Event Setup)
- Check In PDF Guides