Feedback on: EventPro Planner Manual - Create Travel Arrangements for AttendeesCreate_Travel_Arrangements_for_Attendees_Chapter_9Chapter 9: Attendee Travel > Create Travel Arrangements for Attendees /Dear EventPro Planner Documentation Department,
Create Travel Arrangements for Attendees
1.
In the Event Maintenance screen, find the event containing the attendee to which you want to add travel bookings.
(Remember, for ease of reference, this manual will call the travel records created in Event Setup “Travel Reservations”, and the travel records created here in Event Maintenance | Attendees"Travel Arrangements” or “Travel Bookings”.)
2.
Click on the Attendees tab.
3.
You can enter travel bookings from two different places in the Attendees tab.
You can find or select the appropriate attendee in the View Attendees tab, select the Travel tab in the bottom section of the screen and click the New button to the right.
Alternatively, you can select the main Travel tab below the Attendees tab and click the New button to the right.
4.
The Attendee Travel [New] window appears.
5.
There are several different areas in which you can enter information in this window. There are two areas at the top of the window: Attendee and Travel (note that the Attendee area will not appear when you begin a travel reservation from the View Attendees tab, because you have already selected the attendee). There are also five tabs at the bottom of the window: Details, Pickup Information, Notes, Taxes and User Fields.
You can either select a booking from the travel reservations you created in Event Setup (review Chapter 5: Set Up an Event, Attendee Setup: Reservations, Add Travel Reservation), or create an entirely new travel booking.
Click the Select Reservation button in the bottom left corner.
2.
In the Travel Reservation Selection dialog, select the travel reservation you want to add for this attendee and click OK. Remember to choose one of the available reservations, which will be highlighted green. Reservations that are red are no longer available. If the travel reservation is already full, you will not be able to select it.
3.
The Travel information will default in.
4.
The green-highlighted Open Booking heading will change to the red-highlighted heading, Reserved Booking.
If you are not using a pre-entered travel reservation, begin creating a travel booking by choosing a Leg Type and Travel Type from the drop-down lists. These are required fields.
2.
Continue adding other information to the travel arrangement, referring to Chapter 5: Set Up an Event, Attendee Setup: Reservations, Add Travel Reservation if you need further instruction.
If you selected a booking from the travel reservations you created in Event Setup, the Travel Details and Charges will default in. You can change the information under Charges, but not under Travel Details.
2.
If you are creating a new booking, enter the information you need under Travel Details. For assistance, refer to Chapter 5: Set Up an Event, Attendee Setup: Reservations, Add Travel Reservation.
3.
From the Budget drop-down list, choose the applicable budget item to which this charge applies. You set up these budget items earlier in Chapter 5: Set Up an Event,Budget Setup. If you have multiple budgets, you can choose the applicable budget from the Allocate To drop-down list.
4.
From the Bill To drop-down list, choose which party will be billed for the charge: Attendee, Attendee Group, Event Client or Not Billable.
5.
Enter a Charge, Surcharge and/or Discount, if applicable.
If this attendee needs to be picked up, check the Pickup Required checkbox. The other fields will become available.
2.
Enter a Confirmation # and choose the Number in Party (the number of individuals that will need to be picked up).
3.
Choose the Pickup By company by clicking the ellipsis to the right of the field. To review how to search in the Find COMPANY window, see Chapter 1: Overview, Common Functions: Find a Record. The company’s Phone Number should default in based on the System Setting you chose earlier (under the Attendeestab), but you can edit it, if required.
4.
Record the pick-up Time.
5.
Add any additional Pickup Notes in the notes field.
Select the checkboxes next to the Applicable Taxes for this travel booking.
You would have set up the program’s taxes earlier in Chapter 2: Setting Up EventPro Planner, Step 6: Taxes and the event taxes in Chapter 5: Set Up an Event,Event Taxes and Default Taxes.
If you created user fields for Attendee Travel, they will appear in this tab. Fill the fields out as required.
For more information about user fields, see Chapter 17: User Fields.
6.
Click Save.
7.
The travel booking will be added to the attendee’s Travel tab as well as the event’s general attendee Travel tab.
8.
Note that the Attendee's Arrival and Departure Dates may be updated automatically to the Arriving/Departing dates of the Travel Arrangement you just added, depending on your system settings. See Chapter 2: Setting Up EventPro Planner, Step 1: System Settings, Attendees.
9.
If you used one of the spaces in a reservation from Event Setup, the numbers under the Attendee Setup | TravelReservations tab in Event Setup will automatically calculate to show how many spaces have been booked and how many are still available.
