Event Creation
Only administrators can create and manage events.
TABLE OF CONTENTS
Create an event
Login to the Online Booking Tool.
Select Events from the Trips menu. The Events page will be displayed.
Click New Event. The Create event page will be displayed.
Enter a name of the event in the Event name field. This will be how the event appears to any attendees you invite.
Enter the location of the event in the Location field.
Select a cover image for the event (this will appear in the invite sent to attendees), if desired. You may also click Upload to upload a custom image.
Set the start and end dates for the event in the Event dates fields.
Set the travel start and end dates for the event in the Travel dates fields.
Travel start date: This should be before the event begins. Be sure to consider things like jet lag, distance traveled, connections.
Travel end date: This should be after the event ends.
Enter a description for the event in the Description field. You can format the text you enter here with bold, italics, bullets, font choices, color, and indentation, as needed as well as add links.
Set the booking types that are allowed for this event. Only the booking types that have been enabled by the administrator for this event will appear to invited attendees. Note, if an additional booking type is needed after the event has already been published, the administrator can book that option for the guest.
For Flight:
Click Add to set the designated airports. The Airport field will appear. Use this field to specify all airports attendees can book flights from and to in order to attend the event. You can also choose not to set this field.
Start entering the name or code of the airport you want to designate. Names of airports will appear based on what you entered.
Select the desired airport.
To add more airports, click Add again and repeat.
For Hotel:
Click Add to set the designated hotels. The Hotel field will appear. Use this field to specify all hotels where attendees can book stays in order to attend the event. You can also choose not to set this field.
Start entering the name of the hotel you want to designate. Names of hotels will appear based on what you entered.
Select the desired hotel.
To add more hotels, click Add again and repeat.
For Car, no additional settings are needed.
For Rail, no additional settings are needed.
Specify the payment method to be used by the attendees to make the bookings needed to attend the event.
To add a single payment method to be used for all booking types, click in the Select payment option field and click Add a new card. The Add credit card page will be displayed. Set all the credit card fields as you normally would. By default, all bookings types will be allowed, but you can change that via the Applicable to settings. Ensure that each booking type has a payment method set. The booking types that each payment method is valid for are indicated by the small icons.
To select an existing payment method to be used for all booking types, click in the Select payment option field and select it. The booking types that each payment method is valid for are indicated by the small icons.
To set the payment method to use each traveler’s default payment method, click in the Select payment option field and select Use each traveler’s default payment method. Each attendee will then use their own default payment method to book. Note that if you invite guests to the event, you will also need to ensure that a payment method has been set up in advance for them (refer to the Prerequisites section).
To set a specific payment method for each booking type, enable the Set payment methods by booking type field. Then use the instructions in this section to select the payment method for each booking type.
The Point of contact field will default to the user who is creating the event. You can change this to another user. This will be the person who travelers attending this event can contact if they have any questions.
Set your custom fields in the Custom fields section as desired. You have the option to include additional fields and provide answers to the custom field questions. To add custom fields, click + Custom fields and select one from the menu.
For custom fields where the Trip type field has been set to “All trips” (in the custom field definition), you may answer the field’s question for travelers or let travelers answer it themselves. If you answer for travelers, the custom field will be hidden from travelers. For example, if there's a custom field for Reason for travel, you could set it to “Conference” for everyone.
For custom fields where the Trip type field has been set to "Event trips only" (in the custom field definition), you can select whether you want to show that specific custom field within this event. For example, if there’s a custom field for Preferred shuttle time, you can select if you want it to appear in your event.
Any changes to custom fields once an event has been published will only impact bookings that have not yet been made.
Then, do one of the following:
click Save as draft (to save the draft event and add travelers later)
click Add traveler (to add travelers)
- If you clicked Add traveler, you can now begin inviting attendees to the event. You also have the option to upload a list of employee or guest travelers (as a CSV file).
To add individual employee travelers: Click + Add traveler. Enter the name or email of the user you wish to invite. A list of users who match that name will appear. Select the user you wish to invite. Repeat this step for each of your company employee attendees.
To add a guest who is not an employee of your company: Begin entering their name or email in the search field, then click Add guest traveler. Enter the first name, last name, and email address of the guest you wish to invite. Select the relevant legal entity. Click the check icon. Repeat this step for each of your guest attendees.
To upload a list of employees or guests: Click Upload. Download the relevant CSV template (employee or guest). Edit the contents of downloaded file to include your attendees (for employee, just enter the business email of each attendee, for guests, enter the first name, last name, and email of each attendee separated by commas. Use the center space of the pop up box to upload your CSV file. Click UploadNext when done.
Once you have configured all the booking types (flight, hotel, etc.) that will be allowed, designated a payment method, and selected your attendees, you will be able to publish your event. You can click Publish or refer to Publish an event for more details.
View and manage existing events
Login to the Online Booking Tool.
Select Events from the Trips menu. The Events page will be displayed. You can filter by event name, event date, or event status (only for upcoming events).
Select the Upcoming tab to view upcoming or in-progess events.
Select the Completed tab to view past events.
- Select the Canceled tab to cancelled events.
Each event that has been created will be displayed as a row. For each event, the location, dates, number of travelers, booking type is shown. For unpublished events, you also have the ability to publish the event (with or without an email notifications).
Locate the event you would like to view and click it. The event details page will be displayed.
You can review and edit event details and the attendee list.
Event settings (main page) - You can change the name, travel start and end dates, cover image, and description (as long as the event has not been published yet).
Travelers (you may need to click Add Traveler) - For each attendee, you will see their name, email, travel dates, invitation status, and the status of their bookings. A green icon indicates that they have completed that booking type. You can filter by Invitation status (Invited, Not invited yet).
To remind an attendee to complete the required bookings, you can resend the email invitation by clicking the mail icon (hover to the right of the Invitation column). This action is only possible once an event has been published.
To send an invite or reminder email to multiple attendees at once, select the checkbox next to each of their names and then click Send email in the toolbar. If the attendees you are contacting are a mix of already invited and new attendees, you will be asked to confirm this action. The contents of the reminder email will be slightly different than the original invitation email.
To remove an attendee, click the trash icon (hover to the right of the Invitation column). To remove multiple attendees at once, select the checkbox next to each of their names and then click the trash/delete button in the toolbar. Once an attendee has been removed, they will no longer see the event. Note: You must cancel any bookings for the event the attendee may have already made before you will be able to remove them.
To upload a list of attendees, click Upload and then refer to the instructions in the Create an event section of this page above.
To download the current list of attendees, click Download in the toolbar.
Publish an event
Once you have created your event, you can preview it or publish it. When you publish your event, you can specify whether you want the attendees to receive email invites.
Login to the Online Booking Tool.
Select Events from the Trips menu. The Events page will be displayed.
Select the Upcoming tab to view upcoming events. Each event that has been created will be displayed as a row. For each event, the location, dates, number of travelers, booking type is shown.
To review the event before publishing it, locate the event you would like to view and click its row.
To preview the event invitation, click Preview Mail (an invite will be sent to your email address) for the relevant event.
To publish an event without sending email invitations to the attendees, click Publish only for the relevant event.
To publish an event and send email invitations to the attendees, click Publish and send invite for the relevant event.
To edit an event that has already been published, click Edit.
Once you have published an event, the changes you can make to the event are limited to the following:
Event name
Event description
Expand travel dates (e.g., set an earlier start date, or later end date)
Payment methods available to attendees
Add airports or hotels (if air and hotel bookings are allowed)
Add travelers
Remove travelers (who have not made any bookings yet)
Custom fields
Related topics
- Events (Overview)
- Book travel for an event (employee/arranger)
- Book travel for an event (non-employee/guest)
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