Events (Overview)

TABLE OF CONTENTS

• Events (Overview)
  • Introduction
  • Prerequisites
  • Communications and Notifications
  • Overrides and limitations
• Related topics

Introduction

Events allow you to invite attendees, specify the types of bookings that are allowed, set travel dates and windows, specify the payment methods that can be used, and send notifications and reminders to attendees. 

Only Company Administrators or Company Travel Arrangers can create events. Attendees can book the travel modes (air, rail, car, rail) and accommodation (hotel) that the administrator has requested for the event. 

Prerequisites

Things to consider before creating your first event.

• If you plan to invite company guests (non-employees) to events:

  • You must ensure that you have defined at least one policy in the Non-employee section of the Policies page. This is required so approvals can potentially (depending on how you set the policy) be generated for any out of policy bookings made by guest attendees. You can review your non-employee (guest) policies by selecting Policies from the Program menu and then expanding the Non-employee section on the left under Policy. To create a new non-employee policy, click Add new.

  • Your company must have at least one payment method that has been set to allow use by the Traveler Type of "Company guest" or "All Travelers". Otherwise, company guests won’t have a credit card they can use to pay for bookings associated with the event you invited them to attend. You have two options: 

    • To check if you already have an applicable payment method, select Company from the Program menu, then select Payment methods from the Payment menu (on the left). Then, ensure that at least one payment type (under the Central payment methods section) has the Traveler type field set to either All Travelers or Company guest. Also, be sure that the payment method doesn't have any settings or restrictions that could make it unable to be used by guest users (e.g., the legal entity doesn’t match the guest’s legal entity, the booking modes allowed don’t match those specified in the event, etc.).

    • If there are no applicable payment methods already defined, you can add one from within the event by clicking Add a new card from the menu in the Payment method section. 

Communications and Notifications

If the administrator has enabled email invitations, attendees will receive email notifications that they have been invited to an event. Otherwise, the attendees will only see a new event card on their Events page. For any bookings they make to attend the event, attendees will receive the normal trip notification emails. 

Attendees may also receive reminder invitations from the administrator if the date of their event is nearing and they have not yet made all the required bookings. 

Overrides and limitations

• Only company administrators can make bookings which violate the constraints of the event (e.g., dates outside the defined date range, at a hotel not specified). To make a booking for an attendee, company administrators:

1. Access the Book page (not the Events page).
2. Select the traveler for whom they want to book event-related travel.
3. Book the event-related travel and select the relevant event name from the Trip name field (on the second Checkout page). 

• Agents, travelers, and arrangers can only make event bookings which comply with the constraints set by the administrator who created the event.
• Agents can’t view the Events page or create new events. To make bookings for an event attendee, agents must use the traveler’s Trips page. 
  

Related topics

• Create and publish an event (Administrators only)
• Book travel for an event (employee/arranger)
• Book travel for an event (non-employee/guest)