Travel Packages (Flights) Guide

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Keywords: Certain, Travel Packages, Travel Module, Flight Packages, Flight Reservation Report

Document ID: https://platform-support.certain.com/hc/en-us/articles/10901438326039-Travel-Packages-Flights-Guide#split1

Flights and Flight Packages in Certain.

This guide is an introduction to Flights and Flight Packages in Certain, which are available in the Travel Packages sub-module of the Travel Module.

The functionality described in this guide is available to users with a user type of Event Builder or higher.

If the advanced feature of the Certain platform is not enabled for the account, and if interest remains after reading the guide, email help@certain.com, including the account name.

Contents

Introduction

What are “Flight Packages”, and Why Would I Use them in My Event?

Flight packages are sets of flights to and from the event.

Flight packages can be made available for attendees to select on a registration form.

Flight packages can be allocated directly to attendees.

Flight packages make managing attendees’ travel arrangements easier.

Flight packages enable providing detailed itineraries.

This document explains how to set up flights, add them to packages, make them available to attendees, generate itineraries, and report on travel data.

About Setting Up And Using Flights and Flight Packages

The steps involved in setting up and using flights and flight packages in Certain are explained in some detail in the rest of this document.

A brief summary follows.

Switching the feature on in the event Setting Up Flights Setting Up Flight Packages Assigning Flights to Attendees

1. Via a registration form, where the attendee makes their selection.

2. Manually on the admin side.

Enabling the Travel Packages Sub-Module

In the event, go to Plan > Configure > Options.

Select Travel Packages under Travel Module in Functional Areas Needed by This Event.

The Travel Module must be enabled for its sub-modules to be available.

The event now includes a Travel option on the Plan menu.

The Travel page includes four-page links.

The Manage > Registrations page also includes a Travel page.

Certain provides detailed context-sensitive help.

Travel > Configuration

The Configuration page under Travel > Configure enables setting the following items.

Each item is described in detail below.

Default values for three items can be set while setting up flight inventory.

Default values are then applied as the initial values on an attendee’s flight registration when a flight is assigned.

Setting a Currency Label

On the Details page in Event Setup, select a Currency Label.

The currency label is used for amounts on flights in the Travel module.

The currency label is also used for amounts on room blocks in the Accommodation module.

Transfer Time

A Maximum Transfer Time (in minutes) can be set.

The Appointments Module can be used with Maximum Transfer Time.

Maximum Transfer Time determines an attendee’s Available From date/time.

Available From is calculated by adding Maximum Transfer Time minutes to the flight arrival time.

Example:

Maximum Transfer Time also sets Available Until.

Available Until is calculated by using Maximum Transfer Time with the flight departure time.

Example:

Statuses

Four sets of user-definable codes exist.

Statuses are optional.

Any configured statuses can be assigned to attendees’ flights on Manage > Registrations > Travel.

Statuses can also be used in reporting.

These statuses support progression of the travel arrangement workflow through stages.

The travel team can run reports and take actions indicated by Travel Action Codes on bookings.

Transportation Types

Custom Transportation Types configured in this section can be made available for an attendee to select on the Travel section of a registration form.

Attendee selection is enabled by selecting Show Transportation Preferences on the form when setting up the form.

Transportation Types can also be assigned to Groups if the Registration Groups module is used.

When showing transportation preferences on a form, transportation preferences can be restricted to those associated with the attendee’s group.

To add a transportation type:

1. Select a Mode of Transport from the drop-down list.

2. Type a name in the unlabeled text box.

3. Click Add.

Default Airports

This section enables adding any airports to be used for the event.

Airports can be made available for an attendee to select on the Travel section of a registration form.

Airports are made available by selecting Show Transportation Preferences on the form when setting up that form.

Airports can be used for enabling attendees to select their preferred port of departure.

If the Registration Groups sub-module is used, airports can be assigned to Groups.

Group assignment restricts the airports an attendee sees on the form.

An airport can be added using:

1. Find the airport by typing three or more letters in its name.

2. Click the name found.

3. To delete an airport, click the x before its name.

Setting up Flights

The first step is to add flights to be used.

Go to Plan > Travel > Flights.

The Flights page displays a list of flights that have already been added.

Flights can be filtered using a filter in the drop-down list.

Filters include:

A list of flights can be exported to Excel by clicking the Excel icon.

Adding a Flight

Click Add New to add a flight.

Click Add New also serves for editing a flight.

Some flight information is required.

Some flight information is optional.

Follow these steps to set up a new flight:

1. Select whether the flight is Inbound (to the event) or Outbound (from the event).

2. Type the Flight Code, for example AA1867.

3. Optionally type a Description of the flight.

4. Select the Carrier from the list of airlines.

5. If required, select an Aircraft Type.

6. Select the Date and Time of departure.

7. Select the Airports of departure and arrival.

8. If relevant, enter the names or numbers of the Terminals.

9. Optionally type the Duration and Distance of the flight.

Adding Flight Inventory (Reference Numbers)

When the flight is saved, the flight can be edited.

Editing enables viewing the Flights Inventory section.

In Flights Inventory, add “Reference Numbers” on the flight.

What’s a "Reference Number"?

A Reference Number is the generic term used in Certain to refer to the confirmation or booking number for a set of seats booked on a flight.

A Reference Number is often referred to as a PNR (Passenger Name Reservation).

A Reference Number can also be referred to as Confirmation Number or Reference Number.

Each flight must have at least one Reference Number.

Each Reference Number provides inventory for attendee registrations.

For each reference number on this flight:

1. Click Add New.

2. Type the Seat Block ID.

3. Type the Reference Number.

4. Type an Inventory number.

5. Enter the Total Amount charged for this flight.

6. Enter the Travel Tax.

7. If a currency label has been set up for Travel and Accommodation, display currency label values here.

8. If required, select a Class.

9. Optionally, if set up in Travel Configuration (see Transfer Time), select a Travel Type, Action Code, and/or Booking Status.

10. Click Save or Save and New.

11. Repeat for each reference number being added.

After saving the reference numbers, the flight is available:

Setting Up Flight Packages

After flights are created, flights can be added to flight packages.

Go to Travel > Flight Packages.

The Flight Packages page lists packages that have already been set up.

The Flight Packages page can export a list of flight packages and their flights to Excel by clicking the Excel icon.

A package can be expanded to show all flights.

A package can be collapsed to hide flights.

Click Add New to add a flight package.

Click Add New also serves for editing a flight package.

Follow these steps to set up a new package: 1. Give the package a unique name. 2. Click Add flights to Package. 3. In the pop-up window, select the flights to add. 4. Click Add Flights. 5. In the Selected Flights section, for each flight added, select the reference number to be assigned. 6. If necessary, click up and down arrows to change the order of the flights in the package.

The earliest flight is first on the list.

Assigning Flights to Attendees

Flights can be assigned to attendees in any of five ways.

These options are explained below.

Attendees Selecting Flight Packages or Flights on Registration Forms

When adding or editing a form, include a Travel section.

In that form, go to Plan > Forms > Travel.

In the form, flight packages or individual flights can be made available for attendees to select from.

Two possibilities exist.

Which possibility is appropriate depends on business processes.

Flight Packages section:

Best practice is to show either packages or individual flights on a form, not both.

The Show Individual Flights selection on the form check box can remain clear if flight packages are selected for inclusion.

If Show Individual Flights selection on the form is selected, attendee registering can select from a list of all flights in the event.

Transportation Preferences section:

Registration groups can limit transportation preferences.

Transportation preferences can be limited to those allocated to the attendee’s group.

After selection, flight bookings can be edited to complete details required.

Editing can include changing booking status and travel action code.

See Editing Flights.

Planner Assigning Flight Packages and Flights to Attendees

Flights can be assigned manually on the admin side by editing an attendee’s record.

Flights can include:

Go to the attendee’s record.

An example navigation path includes searching for the attendee via the global Search icon.

Then open the Travel page for the record.

Click the Assign Flights button.

Assigning a Flight Package

To assign a flight package to an attendee:

1. Go to the Travel page for that attendee.

2. Click the Assign Flights button.

3. Select Select Packages.

4. Select the package(s) to assign.

5. Click Assign Packages.

If the flights in selected package(s) have default values for custom codes assigned on Travel > Flights (see Setting up Flights), then attendee flight registrations include those values for those fields.

Each flight registration can be edited if required.

Example edits include selecting a Booking Status or Meal Type.

This applies whether the flight is booked as part of a package or as a separate pre-booked flight.

Assigning Pre-booked Flights

To assign individual pre-booked flights to an attendee, instead of a package of flights: 1. Go to the Travel page for that attendee. 2. Click the Assign Flights button. 3. Click the Select Flights option. 4. Select the flight(s) to assign. 5. Click Assign Flights.

For each flight, select the Reference Number (PNR) of the flight inventory to be used for the booking.

Figures in parentheses after the reference number show how many seats remain available out of the initial inventory.

Click Assign Flights to complete the selection.

Default values for custom codes can also apply.

If selected flights have default values for custom codes assigned on Travel > Flights (see Setting up Flights), then attendee flight registrations include those values for those fields.

Each flight registration can be edited if required.

Example edits include selecting a Booking Status or Meal Type.

This editing is the same whether the flight is booked as an individual flight or as part of a package.

Assigning Individual Flights

An individual flight is a flight booked specifically for an attendee.

An individual flight does not have multiple reservations.

Individual flights are not inventory controlled.

Individual flights are included in the attendee’s itinerary and in reports.

To assign an individual flight to an attendee:

1. Go to the Travel page for that attendee.

2. Click the Assign Flights button.

3. Click the Create an Individual Flight option.

4. Enter the details of the flight.

5. Click Save.

After assigning, editing of the flight information is available, as described next.

Editing Flights

An attendee flight reservation can be edited.

This includes flight reservations whether:

To edit: 1. Go to the attendee’s record. 2. Open the attendee’s Travel page. 3. In the Flight Summary on that page, click to edit the flight.

Edit fields as needed.

These include fields the attendee could not enter or select on the form.

These also include fields not enterable when assigning the flight.

Examples include:

These also include fields where default values assigned from the flight record need to change.

Examples include:

Communication & Change History

Communications about an attendee’s Travel data can be recorded.

Changes to Travel data can be recorded.

This is done by clicking the speech bubbles on the attendee’s Travel Information page.

This opens a Communication & Change History pop-up window.

The pop-up window includes:

History can be imported with date-stamped comments when importing flight reservations.

Importing Travel Data

Flights, flight inventory, and attendee flight reservations can be imported.

Imported attendee reservations include:

Import can be performed by going to Travel > Import.

Import also requires selecting the type of data to import.

Three Steps: Decide, Prepare Data, Import

There are three steps to importing Travel data.

The steps include:

A: Decide the type of data to import

Before preparing a CSV file containing data to be imported, decide which type of data will be imported.

The four possible types are:

B: Prepare an Import File

Prepare a CSV file containing data to be imported.

Columns in the file must match columns required for an import of the relevant type of data.

The columns required depend on the type of data.

Best practice:

> Tip: Online help includes a sample CSV file for each import type. > The sample uses appropriately named columns in the correct order. > The sample includes one row of sample data. > The sample demonstrates column formats such as dates and times.

> Caution: Some column values must match data in the event. > Example: Flight Code in a Flight Inventory import must match event data as described in Importing Travel Data. > If sample CSV files are used, delete example data.

Notes on required fields:

Save the file as a CSV file:

A usual way is:

C: Import Your Data

After a CSV file of Travel data to import exists, import via the Travel Import Wizard.

1. Select the type of Travel data to import.

2. Browse to select the file to upload.

3. Upload the file.

4. Map columns in the import file to data fields in a pop-up window.

5. Click Import.

Import behavior:

Importing Flights and Flight Inventory

Importing Flights

This references Adding a Flight and Importing Travel Data for import steps.

The list below describes fields that can be included in the CSV file for the import.

Importing Flight Inventory

This references Adding Flight Inventory (Reference Numbers) and Importing Travel Data for the import steps.

The list below describes fields that can be included in the CSV file for the import.

Importing Attendee Flight Reservations

Importing Attendee Pre-booked Flight Reservations

This references Assigning Pre-booked Flights and Importing Travel Data for the import steps.

The list below describes fields that can be included in the CSV file for the import.

A note about History follows.

History note:

Importing Attendee Individual Flight Reservations

This references Assigning Individual Flights and Importing Travel Data for the import steps.

The list below describes fields that can be included in the CSV file for the import.

A note about History follows.

History note:

Itinerary PDF

Itinerary PDFs can be generated in any of three ways.

1. Click Itinerary under Actions on an attendee’s record Profile registration overview.

2. Select Attach Itinerary PDF in an email.

3. Click the Print Itinerary action when registrations are selected in a Report Results window.

That option generates a zip file containing a PDF for each selected attendee.

The PDF filename is the attendee’s name.

Itinerary Settings

To configure appearance and default contents of itineraries before generating any itineraries: 1. Open the Itinerary Settings page. 2. Navigate to Promote > Communication > Itinerary.

Under Itinerary Options:

When sending itineraries as attachments to emails:

Under Itinerary Details:

The default Header shown includes: {{First Name}} {{Last Name}} - Complete itinerary

Additional default Header content includes: Event: {{Event Name}}

Under Itinerary Layout Colors and Fonts:

Items include:

To specify a color:

Itinerary Output

The itinerary is generated as a PDF.

The PDF includes:

Reporting

Flight Reservation Report

On the Travel > Flights page, click the Excel icon to run a Flight Reservation Report.

The report is an export to Excel of all flight reservations.

The report consists of a list of all reference numbers on all flights.

Custom Reports

When adding a new report on the Reports page:

Such a report returns one row of data for each attendee’s flight reservation.

Flight reservations can include reservations whether:

The Travel data fields available include fields from:

These fields can be included in the report.

These fields can be used for sorting and filtering.