Create a template (for events and trips)
Trip templates allow Company Administrators to create templates that can be used by other users (company arrangers, etc.) when they are creating events and trips. These templates give administrators the ability to preset and configure certain values in advance. These values are then inherited by the events or trips that use them, ensuring greater compliance and consistency and saving time while still providing trip and event creators with the flexibility they require.
TABLE OF CONTENTS
Create a template
Select Company from the Program menu. The company settings page will be displayed.
Select Trip templates (from the Configuration menu) in the left navigation. The Trip templates page will be displayed.
Click Create new. The New template page will be displayed.
Select Invite or No Invite. This controls whether the events and trips created from this template will allow coordinators and company arrangers to send invitations to the travelers. This setting also usually indicates whether the bookings for the events and trips will be made by the travelers themselves or by arrangers. Once this option is set for a template, it can’t be changed.
Invite events/trips allow an email invitation to be sent to travelers (employees and guests). This email contains a link that allows employees and guests to book their own travel.
No invite events/trips don’t allow an email invitation to be sent. Employees can still book their own travel (via the Trips page) or an arranger can do it for them. Guest travel can only be booked by a coordinator.
Enter a name for the template in the Template name field. This should be something descriptive that lets coordinators know what kind of event or trip the template is to be used for (e.g., New hire orientation travel, Candidate Interview travel, Guest Speaker Travel, Employee relocation travel).
Use the Location field to preset the location for all events/trips that use this template.
By making the template location-specific you can preset allowed airports, hotels, etc.
Use the Primary traveler type field to specify the types of travelers (e.g., Employee, Guest) that can be added to the events/trips that use this template.
Use the Policy field to select which travel policy will be applied to travelers when making bookings for any trips/events created using this template. You can select Traveler’s default of a specific policy.
If you select Traveler’s default, the systems will automatically apply each traveler’s default policy.
If you select a specific policy, then you can set the Apply travelers’ policy if it is less restrictive field (e.g., Allowed, Not allowed) so the system will know which to apply.
Use the fields in the Allowed booking types section to preset which booking types will be allowed by default for any events/trips which use this template. You can also set the payment methods that can be used for each booking type.
For Flight - You can allow air bookings by default by enabling the toggle. You can also specify the types of flights (e.g., One way, Round-trip), destination airports (e.g., JFK, LAX, LHR) and whether companion travelers are allowed (e.g., family members). Use the checkboxes to make your selections for Allowed flight types and Allowed airports. Use the + and - buttons to set the number of Allowed companions. To set the payment methods to be used for flights, click the pencil icon under Payment method (the default setting is the Traveler’s default payment), select one, and click Confirm. Options are:
Default payment method - All payment methods in the traveler’s profile.
Card in traveler profile - All payment methods in the traveler’s profile except central cards.
Central card - A specific central card that you assign to this booking type for this template. If you select this option, you must click Next and then select one or more central cards and then click Confirm.
Template card - Any card that you have added to this template. If you select this option, you must click Next and then select one or more template cards and then click Confirm.
Note: This option may not appear if you have not yet added any cards to this template. To add a card to the template, click Add new card.
Add new card - This allows you to add a new card via the Add credit card dialog. Once the new card has been added, you will be able to select Template card as an option.
For Hotel - You can allow hotel bookings by default by enabling the toggle. You can also specify the allowed hotels. To add a hotel, click + Add. Then use the search feature to find the desired hotel and use the checkboxes to make your selections. To set the payment methods to be used for hotels, click the pencil icon under Payment method (the default setting is the Traveler’s default payment), select one, and click Confirm. Options are:
Default payment method - All payment methods in the traveler’s profile.
Card in traveler profile - All payment methods in the traveler’s profile except central cards.
Virtual card - A specific virtual card that you assign to this booking type for this template. If you select this option, you must click Next and then select one or more virtual cards and then click Confirm.
Central card - A specific central card that you assign to this booking type for this template. If you select this option, you must click Next and then select one or more central cards and then click Confirm.
Template card - Any card that you have added to this just template. If you select this option, you must click Next and then select one or more template cards and then click Confirm.
Note: This option may not appear if you have not yet added any cards to this template. To add a card to the template, click Add new card.
Add new card - This allows you to add a new card via the Add credit card dialog. Once the new card has been added, you will be able to select Template card as an option.
For Train - You can allow rail bookings by default by enabling the toggle. To set the payment methods to be used for rail bookings, click the pencil icon under Payment method (the default setting is the Traveler’s default payment), select one, and click Confirm. Options are:
Default payment method - All payment methods in the traveler’s profile.
Card in traveler profile - All payment methods in the traveler’s profile except central cards.
Central card - A specific central card that you assign to this booking type for this template. If you select this option, you must click Next and then select one or more central cards and then click Confirm.
Template card - Any card that you have added to this just template. If you select this option, you must click Next and then select one or more template cards and then click Confirm.
Note: This option may not appear if you have not yet added any cards to this template. To add a card to the template, click Add new card.
Add new card - This allows you to add a new card via the Add credit card dialog. Once the new card has been added, you will be able to select Template card as an option.
For Car - You can allow rental car bookings by default by enabling the toggle. To set the payment methods to be used for car rentals, click the pencil icon under Payment method (the default setting is the Traveler’s default payment), select one, and click Confirm. Options are:
Default payment method - All payment methods in the traveler’s profile.
Card in traveler profile - All payment methods in the traveler’s profile except central cards.
Virtual card - A specific virtual card that you assign to this booking type for this template. If you select this option, you must click Next and then select one or more virtual cards and then click Confirm.
Direct billing - A specific direct billing account that you assign to this booking type for this template. If you select this option, you must click Next and then select one or more direct billing accounts and then click Confirm.
Central card - A specific central card that you assign to this booking type for this template. If you select this option, you must click Next and then select one or more central cards and then click Confirm.
Template card - Any card that you have added to this just template. If you select this option, you must click Next and then select one or more template cards and then click Confirm.
Note: This option may not appear if you have not yet added any cards to this template. To add a card to the template, click Add new card.
Add new card - This allows you to add a new card via the Add credit card dialog. Once the new card has been added, you will be able to select Template card as an option.
If you wish to add any custom fields to your template, click Add in the Responses to custom fields section. This will allow you to select a custom field and set whether the response to it is provided by you or the coordinator (who uses the template to create trips/events). You (or the coordinator) will provide a response to the custom field that will then be inherited by any trips/events that use the template. Once you click Add, select the custom field (e.g., Reason for travel) you want to add from the Custom field menu. Then use the Response method field to set whether to set the response now or allow the coordinator to do that later. If you select Preset response now, you will be prompted to provide the response.
Use the fields in the Override traveler profile fields section to specify any fields from the traveler’s profile for which you want to provide a different value for this template or allow coordinators using this template to provide a different value (by default, the system will use the value from the traveler’s profile). The profile fields that you can override are Legal entity, Cost Center, and Department. For each of these fields, you can select one of the following settings:
Do not allow override (default setting) - This will cause the system to use the value in the traveler’s profile. As a result, the field will not be displayed in the event or trip created using this template.
Coordinator can override - Coordinators using this template will be able to set the profile field to a different value. This will not permanently change the value of the traveler’s profile field and will only apply to events/trips created using this template. If the coordinator chooses not to edit the field, the system will use the value from the traveler’s profile.
Provide override value now - This will allow you to specify a particular value for the traveler’s profile field. Use the menu provided to select the relevant value. The coordinator will also be able to edit the value if needed when creating events/trips from the template. This will not permanently change the value of the traveler’s profile field and will only apply to events/trips created using this template.
Use the fields in the Additional settings section to specify the types of confirmations and email reminders/updates that will be enabled by default and who will receive them for events/trips that use this template. You can also enter a default description and notes to the coordinate for all events/trips created using this template.
To add additional contacts, enable the Additional contacts toggle. By default, the traveler will always receive all relevant notifications for the trip.
Use the checkboxes under Receive emails for to set the confirmations and reminders that will be sent.
To add users to the CC list, click + Add. Then enter the email of that user. To add more emails, click + Add.
To add users to the BCC list, click + Add. Then enter the email of that user. To add more emails, click + Add.
To enter a default description for all events/trips that use this template, enable the toggle for the Default description field and then enter your desired message. A text formatter is provided. This description can be overridden by the coordinator when creating events/trips using the template.
To enter notes for the coordinator for all events/trips that use this template, enable the toggle for the Notes to coordinator field and then enter your desired notes. A text formatter is provided. This information will only be seen by the coordinator when creating events/trips using the template.
When done, click Save. The Trip templates page will be displayed and this template (and its settings) will now be available for use by your coordinators when they create events and trips.
Edit a template
Use this procedure to edit existing templates.
Select Company from the Program menu. The company settings page will be displayed.
Select Trip templates (from the Configuration menu) in the left navigation. The Trip templates page will be displayed.
Locate the desired template and select the name in its row. You can also search for the template by name.
Refer to the steps in the Create a template procedure (on this page) for instructions on how to set specific values. You can’t change an Invite template to a No invite template (or vice versa).
Click Save when done. The Trip templates page will be displayed. Any new events /trips created using this template will use the new settings you just made. Any existing events/trips based on earlier versions of this template will be unaffected by these changes.
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