יצירה, פרסום וניהול אירוע (גרסה עדכנית)
רק משתמשים בתפקידים מסוימים יכולים ליצור, לפרסם ולנהל אירועים. מנהלי החברה ומתאמי האירועים יוכלו לבצע את הפעולות המפורטות בהמשך. תוכן העניינים
יצירת אירוע
היכנסו לכלי ההזמנות המקוון.
לחצו על נסיעות. עמוד נסיעות יוצג לפניכם.
לחצו על יצירה (בפינה הימנית העליונה) ובחרו אירוע מתבנית מהתפריט. ייפתח חלון יצירת אירוע מתבנית .
שדה ארגון יהיה מוגדר כברירת מחדל על שם החברה שלכם. אם אתם מנהלי TMC, בחרו את הארגון הרלוונטי.
בחרו את התבנית שתרצו להשתמש בה עבור האירוע שלכם מתוך שדה תבנית נסיעה . תבנית זו תאפשר לכם להמשיך עם ערכים שהוגדרו מראש. אם אינכם בטוחים איזו תבנית לבחור, פנו למנהל הנסיעות שלכם. לדוגמה, עבור יום קליטה לעובדים חדשים, ייתכן שתרצו לבחור תבנית שמבוססת על הזמנות אישיות.
הכניסו את מיקום האירוע בשדה מיקום .
הכניסו את שם האירוע בשדה שם . זהו השם שיוצג למוזמנים.
הגדירו את תאריך תחילת האירוע ו תאריך סיום האירוע בהתאם לצורך.
הגדירו את תאריך תחילת חלון הנסיעות ו תאריך סיום חלון הנסיעות עבור האירוע.
תאריך ההתחלה צריך להיות לפני תחילת האירוע. כדאי לקחת בחשבון עניינים כמו ג'ט לג, מרחקי נסיעה וקונקשנים.
תאריך הסיום צריך להיות לאחר סיום האירוע.
לחצו על הגדרות מתקדמות כדי להציג פרטים נוספים לגבי סוגי הזמנות. שימו לב שחלק מההגדרות כאן עשויות להיות מוגדרות מראש לפי התבנית שבחרתם. חלק זה כולל שני לשוניות: סוגי הזמנות מותרים ו נתוני נסיעה.
בלשונית נתוני נסיעה יופיעו שדות פרופיל של הנוסע (לדוג' מרכז עלות) שבהם מנהל התבנית הגדיר ערך שונה או אפשר לכם להגדיר ערך אחר. שינוי ערך כאן לא ישפיע על פרופיל הנוסע לצמיתות, אלא רק עבור אירועים שנוצרים עם תבנית זו. לכל שדה ייתכן שיוצג ערך שהוזן על ידי מנהל, או שישמש הערך מהפרופיל (אך הוא לא יוצג כאן). ניתן לשנות את הערכים לפי הצורך או להשאיר אותם כפי שהם.
הגדירו אילו סוגי הזמנות מותרים לאירוע זה בלשונית סוגי הזמנות מותרים (ניתן להגדיר גם מאוחר יותר או לפי נוסע). רק סוגי ההזמנות שאושרו יוצגו למשתתפים. אם תצטרכו להוסיף סוג נוסף לאחר פרסום האירוע, מנהלים ומתאמים יוכלו להוסיף אותו או לבצע הזמנה עבור הנוסע.
עבור טיסה:
כדי לבחור אילו סוגי טיסות יהיו מותרים, סמנו אחד או יותר מהאפשרויות בתפריט סוגי טיסות מותרים :
הלוך בלבד
הלוך-חזור
ניתן להגדיר יעד חזרה שונה ממקום היציאה – מתאים אם הנוסעים משתתפים ביותר מאירוע אחד.
השתמשו בכפתורי + ו - כדי לקבוע כמה מלווים (למשל בני משפחה) מותר לנוסע להזמין עבורם טיסה בשדה מלווים מותרים . אם תגדירו ערך שונה מאפס, הנוסעים יוכלו ללחוץ על הוספת נוסעים בעת הזמנת טיסות. מספר המלווים מוגבל למה שהגדרתם כאן.
לחצו בשדה Allowed destination airports field and search for the desired airports. Use this field to specify all airports attendees can book flights to in order to attend the event (attendees can book from any origin airport). You can also choose not to set this field (or set it later). If you leave this field blank, travelers will be able to book flights to any airport.
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 checkbox of the desired airport.
To add more airports, search and repeat.
Use the calendar and time fields under Suggested arrival before and Suggested departure after to configure when travelers will be prompted to book their flights. By default, these dates will be based on what you set for the Event dates fields. Travelers will be encouraged to book flights within these dates and times.
For Hotel:
To allow hotel bookings for this event, set the toggle to enabled.
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 Train
To allow rail bookings for this event, set the toggle to enabled.
No additional settings are needed.
For Car
To allow rental car bookings for this event, set the toggle to enabled.
No additional settings are needed.
Review the contents of the Custom fields tab.
The template on which your trip is based, may include custom fields. The value of these custom fields may be already set from the template. If so, you can accept or change that value. If the custom field does not have a value you may be required to enter one.
You can also add additional custom fields. If you wish to add a custom field to your trip, click Add. This will allow you to select a custom field and provide a response for that custom field.
Click Create. The event’s page will be displayed.
To enter a description for the event, click Event description. The event description page will appear.
Edit the description as desired. You can format the text you enter here with bold, italics, bullets, font choices, color, and indentation, as needed as well as add links. When done, click Save.
To edit any of the payment methods allowed for a particular booking type, click Payment details. Then click the pencil icon under Payment method for the relevant booking type and edit as needed. For details on the various options, see step 9 of Create a template (for events and trips).. Click Save when done.
To begin adding travelers to this event, click + Traveler. Note: The user who adds the traveler will be listed as the point of contact for that traveler’s trip. This will be the person who the traveler can contact if they have any questions. Also note that if you are using a no-invite template, a trip will automatically be created for each traveler as you add them. For invite-based templates, you will have the option to publish the trips with or without an email invite.
To add individual employee travelers: Click + Traveler and 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: Click + Traveler and begin entering their name or email in the search field. A list of users who match that name will appear. Select the user you wish to invite. Repeat this step for each of your guest attendees. If the guest traveler you wish to invite does not yet already have a profile in the system, click Create company guest and create a profile for them (all guest profiles must have an email, first and last name, and legal entity). You may not always have the ability to create company profiles for guests.
To modify parameters:
To change any of the event settings before publishing, select the relevant option (e.g., Event parameters) from the Modify menu and then edit any parameter as needed and click Apply. These changes will be applied to all traveler trips in the event (except any that have been individually modified and are therefore unlinked from the event or any trips that have already been booked).
To change any parameters for one or more individual trips and travelers, select the checkbox of that traveler. Select the relevant option (e.g., Trip parameters) from the Modify menu at the bottom of the page and edit the parameters as desired. Note that once you edit a particular traveler’s trip parameters, any changes you make to the event-level parameters won’t apply to them.
Then:
For event trips that use an no-invite-based template, trips will automatically be created for the travelers you add as you add them. You do not need to publish the event or its trips.
For event trips that use an invite-based template, you can publish the event trips by clicking Publish trips or refer to Publish trips for an event for more details. You will be prompted to include invites for your attendees.
View and manage existing events
Login to the Online Booking Tool.
Click Trips. The Trips page will be displayed.
Select the Events tab.
You can filter by event name, event date, or event status (only for upcoming events).
Select Upcoming from the menu to view upcoming or in-progress events.
Select Completed from the menu to view past events.
Select Canceled from the menu to view cancelled events.
Each event that has been created will be displayed as a row. For each event, the location, dates, and booking types are shown. For events which contain unpublished trips, you also have the ability to publish those event trips (with or without an email notification).
Locate the event you would like to view and click it. The event details page will be displayed. For each traveler the following will be displayed: Traveler name, Trip name, Trip date, Travel window, Booking types (allowed), Trip status, Invite status (for events using invite-based templates). A green icon for a booking type indicates that the traveler has completed the booking for that type. You can sort by Trip Status (e.g., Pending). For events that use an invite-based template, you can also sort by Invite status (Invited, Not invited).
You can review and edit event parameters, the traveler list, or the parameters associated with a particular traveler’s trip.
Change to event parameters
To change the Event description, click it. Edit as desired and click Save.
To edit or add an Internal note, click it. Edit as desired and click Save.
To change any of the event parameters, select Event parameters from the Modify menu and then edit any parameter as needed and click Apply. These changes will be applied to all traveler trips in the event (except any that have been individually modified and are therefore unlinked from the event or any trips that have already been booked).
To change any event contacts, select Event contacts from the Modify menu and then edit as needed and click Save.
Changes to travelers and their trip parameters
To change any parameters for one or more individual trips and travelers, select the checkbox of that traveler. Select the relevant parameters from the Modify menu at the bottom of the page and edit the parameters as desired. Note that once you edit a particular traveler’s trip parameters, that trip will be marked as modified and any changes you make to the event-level parameters won’t apply to them.
To add travelers, click + Traveler, search for the desired traveler and select their name. For events using an invite-based template, you will need to click Publish trips (top right) to create the event trip for them. For events using a no-invite template, the event trip will automatically be created for them.
To remove a traveler, select their trip (by clicking the trip name). The trip details page will be displayed. Select Cancel trip from the Actions menu. Any links in email invitations already sent will no longer be valid. Note: If any bookings for the event were already made, you will be prompted to cancel 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 trips for an event (for events which allow invites
Once you have created your invite event (e.g., using a template that uses invites), you can preview invites and publish the trips that will be used to make bookings for the event. When you publish your event, you can specify whether you want the attendees to receive email invites.
For events created using a template that does not use invites, travelers added to the event will not receive email invitations but a trip will be created for each traveler as soon as the traveler is added. You (or an agent) can then proceed to make the travel bookings for each of the travelers associated with the event by clicking on their trip in the event. Alternately, the travelers book for themselves.Login to the Online Booking Tool.
Click Trips. The Trips page will be displayed.
Select the Events tab.
Select Upcoming to view upcoming events (if it’s not already selected). Each event that has been created will be displayed as a row. For each event, the location, dates, and booking types are shown.
Locate the event you would like to view and click its row. The event trips page will be displayed.
To modify the parameters of an event that has some trips that have already been published, select Event parameters from the Modify menu, edit them as needed and click Apply.
Click Publish trips.
To publish the trips in an event without sending email invitations to the attendees, click Publish only.
To publish the trips in an event and send email invitations to the attendees, click Publish and send invites.
To test how the invitation will appear, click the link provided (after you click Publish trips). An invite will be sent to your email address.
Once published, you can still make changes to some event and/or traveler trip parameters. However, any changes made will only apply to future bookings, not to bookings already made (for more details, see the View and manage existing events section of this topic). Examples of things you can change are:
Event/trip name
Event/trip description
Travel dates (e.g., change start date, or end date)
Payment details
Allowed booking types
Number of allowed companions for flights (up to 5 additional companions on the same PNR)
Responses to custom fields (on behalf of the traveler)
Profile field values for the trip (e.g. cost center, legal entity)
Add additional travelers
Remove travelers (who have not made any bookings yet).
View reporting on an event
You can view detailed metrics on an event.
Login to the Online Booking Tool.
Click Trips. The Trips page will be displayed.
Select the Events tab.
Select Upcoming to view upcoming events (if it’s not already selected). You can also view a report for completed events.
Locate the event for which you want to view a report and click its row. The event’s page will be displayed.
Click Reporting. The reporting metrics for this page will be displayed.
Related topics
- Events (Overview)
- Book travel for an event (employee/arranger)
- Book travel for an event (non-employee/guest)
- Create a template (for events and trips)
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