Travel Packages (Flights) Guide

Travel Packages (Flights) Guide

The guide explains Flights and Flight Packages in Certain. The features are available in the Travel Packages sub-module of the Travel Module. The feature may require enabling on the event.

Introduction

Flight Packages are sets of flights to and from the event. A package can include inbound and outbound flights. Attendees can select packages on a registration form or receive them from travel staff. The purpose is to simplify attendees’ travel arrangements and provide detailed itineraries.

Flights and Inventory

Each flight has one or more inventory records. Inventory records are seat blocks referred to by their Reference Numbers. A Reference Number represents the reservation of seats on a flight.

Flight Packages

A Flight Package includes multiple flights. A package may cover inbound and outbound flights from a port of origin. Flight Packages are used to group related flights for attendees.

About Setting Up And Using Flights and Flight Packages

Switch the Travel Packages feature on for the event. Go to Plan > Configure > Options and enable Travel Packages under Travel Module in Functional Areas Needed by This Event.

The event now includes Travel on the Plan menu. The Travel page contains four links: Configure, Flights, Flight Packages, and Import. The Manage > Registrations page also gains a Travel page.

Travel > Configuration

The Configuration page enables these settings.

• Maximum Transfer Time (for use by Appointment Matching)
• Custom Transportation Types
• Default airports (for attendee transportation preferences)
• Custom Booking Statuses
• Payment Codes
• Travel Types
• Travel Action Codes

Default values can be set for three items during flight inventory setup. Those defaults become initial values on an attendee’s flight registration when a flight is assigned.

Setting a Currency Label

The Currency Label can be chosen on the Details page in Event Setup. This label is used for travel amounts in the Travel module and in the Accommodation module.

Transfer Time

If the Appointments Module is used, set a Maximum Transfer Time (in minutes). This setting determines an attendee’s Available From date/time by adding minutes to the flight arrival time. The same value is used to determine Available Until on the departure date/time.

Statuses

Four sets of user-definable codes are optional. These codes can be assigned to attendees’ flights and used in reporting. Examples include Booking Status, Payment Code, Travel Type, and Travel Action Code.

Transportation Types

Custom Transportation Types can be made available for attendee selection on Travel forms. Transportation Types can be restricted by Registration Groups if used.

To add a transportation type:

• Select a Mode of Transport (Air, Rail, Road, Ship, or Other).
• Enter a name in the text box.
• Click Add.

Default Airports

Airports can be added to be used for the event and shown as options on Travel forms. Airports can be restricted by attendee group if Registration Groups are used.

To add an airport:

• Type three or more letters to find the airport.
• Click the name found to add it.
• To delete an airport, click the x next to its name.

Setting Up Flights

Go to Plan > Travel > Flights. The Flights page lists existing flights. The page can be filtered by Airline, Flight Code, Departure Port, Arrival Port, or Inbound/Outbound. The Excel icon exports flights to Excel.

Adding a Flight

Click Add New to add a flight. Some fields are required, some optional. Steps:

• Choose Inbound (to the event) or Outbound (from the event).
• Enter the Flight Code (e.g., AA1867).
• Optionally enter a Description.
• Select the Carrier.
• Optionally select an Aircraft Type.
• Enter the Date and Time of departure and arrival.
• Select Departure and Arrival Airports.
• Optionally enter Terminals and Gates.
• Optionally enter Duration and Distance.
• Optionally set a Class.

If configured, set default values for Travel Type, Action Code, and Booking Status.

Adding Flight Inventory (Reference Numbers)

Save the flight, then edit to view Flights Inventory. Add Reference Numbers:

• Enter Seat Block ID (unique per flight)
• Enter Reference Number (unique per flight)
• Enter the initial Inventory (seats reserved)
• Enter Total Amount charged for the flight and Travel Tax
• Optionally select Class, Travel Type, Action Code, Booking Status

Saved reference numbers enable inclusion in Flight Packages, pre-booked flights, or attendee assignments.

Setting Up Flight Packages

Go to Travel > Flight Packages. The page lists packages and allows exporting to Excel. To add a package, click Add New. Provide a unique name, then Add flights to the package. In the Selected Flights section, assign a reference number for each flight. Reorder flights if needed to ensure the earliest flight is first.

Assigning Flights to Attendees

Flights can be assigned to attendees in five ways:

• Via a registration form, selecting one or more packages or pre-booked flights.
• Manually on the admin side, editing an attendee’s record to assign a package, pre-booked flights, or individual flights.
• Assigning a Flight Package from the attendee’s Travel page.
• Assigning Pre-booked Flights from the attendee’s Travel page.
• Assigning Individual Flights from the attendee’s Travel page.

Attendees Selecting Flight Packages or Flights on Registration Forms

When configuring a registration form, add a Travel section. In Travel, choose to include Flight Packages or Individual Flights.

• The Flight Packages section lists packages you created.
• The form should show either packages or individual flights, not both.
• Transportation Preferences can be shown on the form if desired.
• You can restrict visible options by Registration Groups.

Planner Assigning Flight Packages and Flights to Attendees

Open the attendee’s Travel page and click Assign Flights. Choose to assign Packages, Pre-booked Flights, or Individual Flights. The flight registrations can be edited after assignment.

Assigning a Flight Package

On the attendee’s Travel page, click Assign Flights. Choose a package and click Assign Packages. If the flights have default values for codes, these values will appear on the attendee’s registrations.

Assigning Pre-booked Flights

On the attendee’s Travel page, choose Select Flights and click Assign Flights. For each flight, select the Reference Number to use for the booking.

Assigning Individual Flights

Create an Individual Flight on the Travel page and enter flight details. Save to add the flight to the attendee’s itinerary and reports.

Editing Flights

On the attendee’s Travel page, use the Flight Summary to edit a flight. Update fields such as Booking Status or Travel Action Code if needed.

Communication & Change History

Record communications about an attendee’s Travel data by using the speech bubbles on the Travel Information page. The History section can capture changes as comments.

Importing Travel Data

Go to Travel > Import. There are three steps: Decide, Prepare Data, Import.

• Decide the type of data to import. Options include Flights, Flight Inventory, Attendee Pre-booked Flight Reservations, and Attendee Individual Flight Reservations.
• Prepare a CSV file matching required fields for the chosen data type.
• Import the data via the Import Wizard. Map CSV columns to data fields and submit.

Itinerary PDF

Itinerary PDFs can be generated in three ways:

• Click Itinerary under Actions on an attendee’s Profile.
• Attach Itinerary PDF in an email (Templates or Registrations > Email).
• Print Itinerary from the Report Results window.

Itinerary Settings

Configure itinerary appearance and default contents under Promote > Communication > Itinerary. Set Itinerary Details, Itinerary Layout Colors and Fonts, and Itinerary Output. Include Travel and Appointments as needed.

Itinerary Output

The itinerary is generated as a PDF with pages for Travel Itinerary (flights) and Calendar (agenda items and appointments).

Reporting

Flight Reservation Report

From Travel > Flights, export a Flight Reservation Report to Excel. The report lists all reference numbers across flights.

Custom Reports

On the Reports page, add a new report and select Travel Flights as the report type. The report includes travel data fields from flights and attendees’ flight reservations.

Introduction (repeated)

Flight packages are sets of flights to and from the event. Packages can group flights for attendees to select on forms or to allocate directly. They simplify travel management and enable detailed itineraries.

Notes

• If the Travel Module is not enabled, contact help@certain.com with the account name to enable the feature.
• The Travel Module is available to Event Builder users or higher.

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