Create, publish, and manage an event (latest version)
Only users with certain roles can create, publish, and manage events. Company administrators and event coordinates will be able to perform the tasks described in the procedures below. TABLE OF CONTENTS
Create an event
Login to the Online Booking Tool.
Click Trips. The Trips page will be displayed.
Click Create (upper right) and select Event from template from the menu. The Create event from template dialog will be displayed.
The Organization field will be preset to the name of your company. If you are a TMC administrator, select the relevant organization.
Select the template you would like to use for your event from the Trip template field. This will allow you to inherit any preset values from the template you select. If you are unsure which one to select, ask your travel manager. For example, for a New Hire Orientation, you might want to use an invite-based template.
Enter the location of the event in the Location field.
Enter the name of the event in the Name field. This will be how the event appears to any attendees you invite.
Set the Event start date and Event end date fields as needed for the event.
Set the Travel window start date and Travel window end date fields for the event.
The start date should be before the event begins. Be sure to consider things like jet lag, distance traveled, connections.
This end date should be after the event ends.
Click Advanced settings to display details about booking types. Note that some of the settings in this section may be preset for you based on the template you selected. This section contains 2 tabs, Allowed booking types and Trip data.
The Trip data tab contains any traveler profile fields (e.g., Cost Center) for which the template administrator has either entered a different value or has allowed you to enter a different value. Note that entering a different value will not permanently change the value of the traveler’s profile field and will only apply to events created using this template. For each field shown, there will either be an administrator-provided value or the default value from the traveler's profile will be used (but not displayed here). You can override the values of these fields if needed or choose to leave them unedited.
Set the booking types that are allowed for this event on the Allowed booking types tab (you can also set these later or set them per traveler). Only the booking types that have been enabled for this event will appear to attendees. Note, if an additional booking type is needed after the event has already been published, administrators and coordinators can add that option or book it for the traveler.
For Flight:
To set the flight types that will be allowed, select one or more of the following from the Allowed flight types menu:
One way
Round-trip
Return location can differ from departure location - Useful if travelers must attend more than one event.
Use the + and - buttons to set the number of companions (e..g, family members) a traveler is allowed to book air travel for in the Allowed companions field. If enabled (by setting it to a value other than 0), travelers will be able to click Add travelers when booking flights. Travelers will be limited to the maximum number of companions you set here.
Click in the 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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